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Account & Settings

By Bharath
• 13 articles

Custom Fields Overview

In this article - What are custom fields? - Field types - Text - Date - Single select - People - Phone number - Email - How custom fields work - Creating fields - Field visibility - Managing existing fields - Where custom fields appear - In record details - In lists and tables - Best practices - Planning your fields - Field naming - Data types - Organization - Notes Custom fields allow you to track additional information specific to your business needs. Add industry-specific data to clients, contacts, projects, and deals that isn't covered by Cone's standard fields https://www.loom.com/share/3ed6a0bffb974c239337df28636f536b What are custom fields? Custom fields are additional data points you can create and manage for different objects in Cone. Once created, these fields appear across all records of that type, allowing you to consistently capture and track information unique to your business. Field types Cone supports six different field types to match your data needs: Text Free-form text input for names, descriptions, or notes - Example: Internal reference number, special instructions Date Date picker for tracking important dates - Example: Contract renewal date, last review date Single select Dropdown menu with predefined options - Example: Client category, priority level People Link to team members in your organization - Example: Account manager, project lead Phone number Formatted phone number fields - Example: Alternative contact number, emergency phone Email Email address fields with validation - Example: Secondary email, billing email address How custom fields work Creating fields 1. Navigate to Settings → Custom fields 2. Select the object type tab (Clients, Contacts, Projects, or Deals) 3. Click Create new field 4. Enter the field name 5. Select the field type 6. Optionally enable Create placeholder for this field 7. Click Create Field visibility - Custom fields appear on all records of that object type - Fields are visible in the record's detail view - Team members with appropriate permissions can view and edit custom fields Managing existing fields Once created, custom fields appear in a table showing: - Field name: The label that appears on records - Type: The type of data the field accepts - Options to edit or delete fields (when available) Where custom fields appear In record details Custom fields display in the sidebar or detail sections of: - Client profiles - Contact records - Project details - Deal information In lists and tables Custom fields can be: - Added as columns in list views - Used for filtering and searching - Included in exports Best practices Planning your fields - Identify what information you consistently need to track - Start with essential fields and add more as needed - Use consistent naming conventions - Consider what reports you'll need Field naming - Use clear, descriptive names - Avoid abbreviations that might confuse team members - Keep names concise but meaningful - Use consistent formatting (Title Case or Sentence case) Data types - Choose the most appropriate field type for your data - Use Single Select for standardized options - Use Date fields for anything time-sensitive - Text fields work best for unique or variable information Organization - Group related custom fields logically - Document what each field is used for - Train team members on proper field usage - Regularly review and clean up unused fields Notes - Custom fields cannot be made required/mandatory - Field types cannot be changed after creation - Deleted fields remove data from all records - Some field types may have character limits

Last updated on Apr 05, 2026

Customize your brand

In this article - Managing Your Logo Image - Customizing Brand Color - Setting Footer Text In today's competitive marketplace, establishing a unique brand identity is crucial. The proposals you send are not just a reflection of your offerings but also a presentation of your brand's image. Recognizing this, Cone proposal software offers admin users comprehensive control over branding settings, enabling you to personalize proposals to align closely with your brand identity. You can manage the logo image, brand color, and footer text in your proposals Managing Your Logo Image The logo is often the first thing your clients will notice in your proposal. It acts as a symbol of your brand's quality and professionalism. To upload or update your logo: 1. Navigate to the Branding Settings: Look for the "Branding" section in Settings page. This is where all brand-related configurations are managed 2. Upload Your Logo: You will see an option to upload a new logo. Click on it and select the logo file from your computer. Ensure that your logo is in a supported format (e.g., JPEG, PNG) and has dimensions that fit well within the proposals' design layout 3. Save: Once uploaded, click Save to apply the changes Customizing Brand Color Your brand color sets the tone of your proposal, influencing how your brand is perceived. To customize the brand color used in your proposals: 1. Access Branding Options: Within the Branding Settings, look for the Brand Color option 2. Select Your Theme: Select a theme from the dropdown that matches with your brand color 3. Preview: Before applying the new color, preview how it looks on a sample preview that Cone shows to ensure it matches your expectations. If it looks good, click Save to update all your proposals with the new brand color Setting Footer Text The footer of your proposal is an excellent place for essential information or a custom message that reflects your brand's voice. This appears in the footer of the PDF proposals that will be sent to clients. To edit the footer text: 1. Go to Branding Settings: Within the Branding Settings, look for the Proposal footer text option 2. Edit Footer Text: Enter the text you wish to display in the footer of your proposals. This could be anything from your contact information and legal disclaimers to a personalized thank you message to your clients 3. Save: Once added, click Save to apply the changes 4. Formatting Options: Utilize any available formatting options, such as text alignment, font size, and style, to ensure the footer text aligns with your overall proposal design. Save your changes once done

Last updated on Apr 05, 2026

How to configure additional emails for notifications

In this article - What are additional notification emails? - Why use additional notification emails? - How to add additional emails at the account level - How to add additional emails at the client level https://www.loom.com/share/eac29d7455d64bc9958c84b37c1aec16 Cone allows you to specify additional email addresses to receive notifications for proposals, client requests, and invoices—making it easier to keep your team and your clients’ teams in the loop What are additional notification emails? Additional notification emails are secondary email addresses you can add at both the account and client level. These addresses will receive copies of notifications sent out by Cone, such as proposals, client requests, and invoice updates Why use additional notification emails? - Keep key stakeholders informed: Automatically notify your finance, billing, or operations teams without manual forwarding - Support client-side workflows: Let your clients add a dedicated receipts or accounting email to ensure their systems capture all relevant documents - Enhance transparency: Ensure everyone who needs to see an update gets notified, reducing missed communications How to add additional emails at the account level 1. Go to Settings 1. Navigate to the Emails and Reminders tab under your Cone account settings 2. Locate reminder settings: 1. Here, you’ll see your existing reminder and notification configurations 3. Add additional emails: 1. Under each category (Proposals, Client requests, Invoices), you’ll find an option to add additional email addresses 2. Enter the email addresses you want to CC for each notification type 3. Example: Add your billing department’s email (e.g., [email protected]) to receive all invoice-related emails How to add additional emails at the client level 1. Open client settings: 1. Go to the specific client’s settings page 2. Specify additional emails: 1. Add any client-specific email addresses (e.g., [email protected]) that should receive invoice notifications 2. This is especially useful if your client uses accounting or receipt-capturing software 3. Automatic CC: 1. When Cone sends an invoice-related email to your client’s primary contact, a copy will also be sent to the additional address you specified Cone’s additional notification emails feature gives you the flexibility to keep everyone informed—both on your team and your client’s side

Last updated on Apr 04, 2026

How to manage team members

In a collaborative work environment, managing team members efficiently is crucial for the streamlined operation. Cone proposals software includes robust team management that allows the owner to invite, manage, and assign roles to team members, ensuring the right people have access to the right information Inviting team members Sending an invitation To bolster your team, begin by sending an invitation to your prospective team member. This is achieved by: 1. Accessing team management: Navigate to the Team members tab in People under Settings 2. Clicking on the Invite team member button: This will open a form requiring you to fill in the new member's details 3. Entering member details: Provide the prospective team member's email address, first name, and last name ​ ​ 4. Assigning a role: Choose the appropriate role for the new member. You can view details about each of these roles under Roles and permissions tab and clicking on a specific role 1. If you choose a role with full client access, it will be indicated via All client access enabled 5. Selecting client access: Decide which clients the new member will have access to ​ ​ 💡 Pro Tip: Use Custom Roles and Permissions to control what team members can access and manage in your Cone workspace. This gives you fine-grained control over user permissions Sharing the invitation After submitting the form: 1. Invite link generated: You'll receive a link to share with the new team member for signing up 2. Invite notification: The invitee will also receive an email notification regarding the signup process 3. Invite status: The status of the invitee will be shown as Invite sent 💡The invite link is valid for 5 days. Once it expires, you will have to re-generate link. If a user tries to access the old link, they will see that it's expired Managing the invitation From the Team members page, you have the flexibility to: - Resend the invite: In case the invitee missed the initial invite - Revoke the invite: If you no longer wish to add the person to your team - Copy the invite link: To share the link through alternative methods Activation Upon the team member signing up with the provided link, their status will transition to Active. An active status grants them access to the platform based on their assigned role and client access permissions Deactivation As the managing owner, you retain the right to deactivate any user: 1. Deactivating a User: Navigate to the user under Colleagues in People and select the Deactivate account option 2. Outcome: Once deactivated, the user’s status will change to Deactivated, and they will lose access to the platform

Last updated on Apr 05, 2026

How to work with custom fields

In this article - Adding and managing custom fields - Accessing custom fields - Creating a custom field - Assigning values to custom fields - Filtering and searching with custom fields - Using custom field placeholders https://www.loom.com/share/4fe25a72c85e42d588087ca00224c702 Custom fields feature in Cone allows you to add personalized data fields to any entity, such as clients, contacts, projects, deals, and more. This feature enhances your ability to manage and organize information unique to your business needs, beyond what is available in the default fields What are custom fields? Custom fields are user-defined fields that you can add to Cone entities to store additional information. They help you: - Track important data not covered by standard fields - Personalize your data management - Improve filtering and reporting - Enhance document and proposal customization Adding and managing custom fields Accessing custom fields 1. Go to the Settings menu in Cone 2. Select Custom fields 3. Choose the entity (such as contacts, projects, or deals) for which you want to add or manage custom fields Creating a custom field 1. In the selected entity’s custom fields section, click Add custom field 2. Enter a name for your custom field (e.g., “Internal reference”, “Last contacted date”) 3. Select the field type (e.g., Text, Number, Date, Dropdown) 4. (Optional) Enable the placeholder option if you want to use this field as placeholder in the Cone's editor 5. Save the field Example Custom Fields - Internal reference (Text) - Last updated date (Date) - Project state (Dropdown) Using Custom Fields Assigning values to custom fields - Open the profile or details page of any entity (such as a contact, project, or deal) - Enter or update values for your custom fields as needed Filtering and searching with custom fields - Navigate to the list view of the relevant entity - Open the Filters panel - Select and apply filters based on your custom fields (e.g., filter projects by Project stage or contacts by Last contacted date) Using custom field placeholders - When creating proposals, emails, or agreements, insert custom field placeholders into your templates - Cone will automatically replace the placeholders with the current values from the entity’s custom fields Custom fields in Cone give you the power to tailor your data management and communication, making your workflows more efficient and personalized to your organization’s needs

Last updated on Apr 04, 2026

Notification Settings

Effective communication is a cornerstone of successful team collaboration, especially within a platform where proposals are crafted and shared. Cone proposals software recognizes the importance of timely and relevant notifications. To accommodate different preferences and ensure that you stay informed without being overwhelmed, Cone provides a flexible notification management system. This guide details how to customize your notification settings for different events, allowing you to choose between email and in-app notifications as per your convenience Accessing Notification Settings To tailor your notification preferences, follow these steps: 1. Open Your Profile Settings: Find and click on your profile icon located in the bottom left corner, then select `Settings 2. Navigate to Notification Preferences: Look for a tab labeled Notifications under Personal section 🔐 Security: Access to these settings can be controlled through Custom Roles and Permissions. Ensure users have the appropriate permissions before they can modify these configurations. Customizing Notification Preferences Within the Notification Settings, you'll encounter a list of events for which notifications can be configured. For each event, you have the freedom to select your preferred method of notification: - Email Notifications: Choose this option if you prefer to receive notifications directly to your email inbox. This can be suitable for users who manage their tasks through their email or need a record of notifications outside the platform - In-App Notifications: Select this method for real-time alerts within the platform itself, ideal for users who are frequently active within the software and prefer immediate notifications without adding to their email volume 💡 You can also check both if you would like to receive notification via email and inside the app Important Considerations - Balancing Notification Volume: Customize your settings to strike a balance between staying informed and avoiding notification overload. Consider the importance and urgency of each event type when deciding - Frequent Review: Your needs may evolve over time. Periodically review and adjust your notification settings to ensure they align with your current preferences and work patterns - Combining Notification Types: For critical events, you might opt for both email and in-app notifications to ensure you don't miss out on important updates The notification settings within Cone proposals software are designed to put you in control of how you receive updates, ensuring you're informed of relevant events without being inundated. By customizing your notification preferences, you can streamline your workflow and focus more effectively on creating and managing your proposals

Last updated on Apr 04, 2026

Overview: Custom Roles and Permissions

In this article - Clients - Access levels: - Permissions: - Contacts - Dashboard - Deals - When enabled: - Work - Projects - Tasks - Client requests - Email Inbox - When enabled: - Proposals - When enabled - Time - When enabled - Services - When enabled - Billing - When enabled - Reports - When enabled - Templates - When enabled - Project - Folder - Proposal - Proposal sections - Engagement letters - Email - Form - Settings - When enabled - Creator privileges - Client access cascading - Role planning - Naming conventions - Security considerations - Common custom role examples - Bookkeeper - Project manager - Client service representative - Notes Custom roles allow you to create specific permission sets tailored to your team's needs, beyond the default roles provided by Cone https://www.loom.com/share/00c36465c97840d0adedc851ef25b310 Creating a custom role 1. Navigate to Settings → People → Roles and permissions 2. Click Create custom role 3. Enter a Role name (e.g., "Project Manager", "Bookkeeper") 4. Add a Description to explain the role's purpose 5. Click Continue to configure permissions Permission categories Custom roles can be configured with granular permissions across all Cone modules. Each module can be enabled or disabled entirely, with specific permissions available when enabled Clients Access levels: - All clients - Can access all clients and their details - With this, the team member will have access to future clients as well - Limited clients - Can access only assigned clients Permissions: - Can create clients - Can bulk import clients - Can view clients (always enabled) - Can edit the clients created by others - Can delete clients - Can view files tab - Can view email log Contacts - Can create contacts - Can view contacts (always enabled) - Can edit the contacts created by others - Can delete contacts - Can manage client portal invitations Dashboard - Enable or disable complete dashboard access Deals When enabled: - Can create deals - Can view deals (always enabled when module is on) - Can edit the details of deals created by others - Can delete deals - Can manage the deal stages Work Projects - Can create projects - Can view all projects (always enabled) - Can edit the details of projects created by others - Can delete projects Tasks - Can create tasks - Can view all internal tasks (always enabled) - Can edit the details of tasks created by others - Can delete tasks Client requests - Can create client requests - Can view all client requests (always enabled) - Can edit the details of client requests created by others - Can delete client requests Email Inbox When enabled: - Can add their personal inbox Proposals When enabled - Can create draft proposals - Can publish proposals - Can view proposals (always enabled when module is on) - Can manage the proposals created by others - Can delete proposals Time When enabled - Can view time entries on tasks assigned to other users - Can edit the time entries on tasks assigned to other users - Can delete the time entries on tasks assigned to other users Services When enabled - Can create services - Can view services (always enabled when module is on) - Can edit services - Can delete services Billing When enabled - Can create invoices and recurring rules - Can view Invoices and recurring rules linked to assigned clients - Can view revenue insights linked to assigned clients - Can edit invoices Reports When enabled - Can view client profitability reports - Can view client time reports - Can view team profitability reports - Can view team utilization reports - Can download PDF reports Templates When enabled Project - View - ✓ (always) - Create - ✓/✗ - Manage - ✓/✗ - Delete - ✓/✗ Folder - View - ✓ (always) - Create - ✓/✗ - Manage - ✓/✗ - Delete - ✓/✗ Proposal - View - ✓ (always) - Create - ✓/✗ - Manage - ✓/✗ - Delete - ✓/✗ Proposal sections - View - ✓ (always) - Create - ✓/✗ - Manage - ✓/✗ - Delete - ✓/✗ Engagement letters - View - ✓ (always) - Create - ✓/✗ - Manage - ✓/✗ - Delete - ✓/✗ Email - View - ✓ (always) - Create - ✓/✗ - Manage - ✓/✗ - Delete - ✓/✗ Form - View - ✓ (always) - Create - ✓/✗ - Manage - ✓/✗ - Delete - ✓/✗ Settings When enabled - General - Can view (always), Can manage - Emails and reminders - Can view (always), Can manage - Billing - Can view (always), Can manage - Branding - Can view (always), Can manage - Client portal - Can view (always), Can manage - Subscription - Can view, Can manage - People - Can view (always), Can manage, Can invite/activate/deactivate team members, Can manage hours and rates, Can manage custom roles - Integrations - Can view (always), Can manage, Can manage Accounting integrations, Can manage Payment integrations, Can manage Cloud storage integrations, Can manage Other integrations - Workflows - Can view (always), Can manage - Custom fields - Can view (always), Can manage Permission dependencies Some permissions have dependencies or special behaviors: Creator privileges - The creator of any item (client, project, task, etc.) can always edit it - If removed from a client's team, creators lose edit access Client access cascading Client access level affects visibility of related items: - Projects linked to those clients - Contacts associated with those clients - Invoices and proposals for those clients - Tasks and requests under client projects Best practices Role planning - Start with a default role closest to your needs - Modify permissions incrementally - Test with a single user before widespread adoption Naming conventions - Use descriptive role names (e.g., "Senior Accountant" not "Role 1") - Include department or function in the name - Keep descriptions clear and concise Security considerations - Follow principle of least privilege - Regularly review custom roles for relevance - Remove unused custom roles - Document role purposes for team clarity Common custom role examples Bookkeeper - Full access to Billing and Payments - View-only access to Clients - No access to Proposals or Deals - Can manage Time entries Project manager - Full access to Work (Projects/Tasks) - Can view all Clients - Can create and manage Proposals - No access to Billing settings Client service representative - Can view and edit Clients and Contacts - Can manage Client Requests - Can view Projects and Tasks - No access to financial data Notes - Custom roles can be edited after creation - Users must be reassigned if you delete their current role - Permission changes apply immediately to all users with that role - You cannot delete default system roles (Owner, Admin, Standard User, Restricted User)

Last updated on Apr 05, 2026

Overview: People Management

In this article - What is People management? - How to access people management - Key components - Team members - Roles and permissions - Rates and hours - Team member management - Viewing team members - Inviting new team members - Managing placeholders - Default roles - Owner - Admin - Standard user - Restricted user - Notes Cone's people management allows you to control team access, define roles with specific permissions, and manage billing rates for your team members. What is People management? People management is the central hub for controlling who has access to your Cone workspace and what they can do. It consists of three main components: team members, roles and permissions, and rates and hours How to access people management 1. Navigate to Settings in the main menu 2. Select People from the admin section 3. Choose the appropriate tab: 1. Team members - View and invite users 2. Roles and permissions - Manage access rights 3. Rates and hours - Configure billing settings Key components Team members View and manage all users in your workspace: - Active team members with their roles - Pending invitations and expired invites - Last login tracking for security monitoring Roles and permissions Control what team members can access and modify: - Four default roles (Owner, Admin, Standard user, Restricted user) - Custom role creation for specific needs - Granular permission settings by module - Client access restrictions Rates and hours Configure billing and time tracking settings: - Individual hourly rates per team member - Default working hours - Cost rates for profitability tracking Team member management Viewing team members The team members list shows: - Name - Visual identification - Email address - Login credential - Role - Access level (Owner, Admin, Standard User, etc.) - Placeholder status - If assigned to a placeholder - Last login - Security and activity tracking - Status - Active, Inactive, Invite sent, or Invite expired Inviting new team members 1. Click Invite team member 2. Enter their email address 3. Select an appropriate role 4. Send the invitation Managing placeholders Placeholders represent team members in the system - Assign placeholders to clients and projects - Convert placeholders to real users when they join - Track work allocation before team members are added Default roles Cone includes four pre-configured roles: Owner - Complete access to all features - Can manage subscription and billing - Cannot be deleted or restricted - Only one owner per workspace Admin - Full access except some billing restrictions - Cannot manage payment integrations - Cannot change subscription plans - Can manage other team members Standard user - Access to core features for daily work - Can manage assigned clients and projects - Limited settings access - Cannot invite new team members Restricted user - Minimal access for specific tasks - View-only permissions for most areas - Suitable for contractors or temporary staff Notes - Role changes take effect immediately - Team members can only see clients they're assigned to - Email invitations expire after 7 days

Last updated on Apr 05, 2026

Profile Settings

In Cone proposals software, personalizing your profile to accurately represent your professional identity is simple and straightforward. This guide walks you through managing your profile settings, including personal details, contact information, timezone, designation, and digital signature Accessing Profile Settings Navigate to Your Profile: Click on the avatar at the bottom left and open Settings . Profile information is found in My Profile under Personal tab on the left 🔐 Security: Access to these settings can be controlled through Custom Roles and Permissions. Ensure users have the appropriate permissions before they can modify these configurations. Editing Personal and Professional Information Here are the details you can update directly from your profile settings: - First Name and Last Name: Essential for formal identification and communications. - Display Name: This name appears on the proposals and communications. Choose a name that makes it easy for clients to recognize you - Phone: Updating your phone number ensures you can be contacted directly by clients or team members as needed - Timezone: Crucial for notifications and ensuring timely communications. Select the timezone that corresponds to your location - Designation: Reflect your current role or position. This can be vital for establishing credibility in your proposals Managing Your Signature A digital signature adds a personal and professional touch to your proposals, making them stand out. Here's how to manage it: Adding or updating your signature 1. Locate the Signature Section: Within your profile settings, scroll to the Signature option 2. Upload Signature: You can upload an image of your signature or type it based on the provided options. If you are uploading image, ensure the image is clear and on a plain background for best results Configuring Signature Settings Including Signature by Default: You’ll find a checkbox labeled "Include signature in all proposals". Check this box if you want your digital signature automatically added to all your proposals. You can uncheck this when you are creating a proposal. Leave it unchecked if you prefer to add it manually to proposals Important Note on Email Changes It's important to note that for security and verification reasons, email addresses cannot be directly changed within the profile settings. If you need to update your email address, please contact the account owner or administrator. They have the necessary permissions to assist with such changes By personalizing your profile settings and managing your digital signature, you ensure that your professional identity is accurately represented in every proposal. This not only enhances communication clarity but also contributes to a cohesive brand representation across all client interactions

Last updated on Apr 04, 2026