Setting up default settings in Group Settings

In Alto, you can update your settings from a central place, as well as customise them and set them as default. 

 Note

You will need access to System Administration, to edit your default settings. Your appointed office Group Administrator will have access to these permissions

This article includes: 

General Settings

 Warning

Any changes to Group Settings will affect all branches and all users

  1. Click Tools on the main toolbar
  2. On the side menu, under System Tools, click System Administration
  3. Click Group Settings
  • Default Security Session Timeout (in seconds) - If a user doesn't perform any action on Alto for the timeout period set here in seconds, they will be automatically logged out of Alto
  • Password Expiry (in days) - By entering a number of days, this will force every active user to reset their password the next time they log in
  • Default Letter View - In a property, contact and tenancy, when selecting Write a letter within Docs, the library of letters will default to show all branches letters, or, be set to be filtered to the users main branch letters 

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  • Email Display Name - Any text added to this field will replace the contacts name (next to the email address) of whom the email is being sent to

General Data Protection Regulation Settings

  • Include Consent Unknown - When this box is ticked, when matching out a property to potential applicants, matching will include any who have a Property Matching preference of Consent Unknown. This is signified by a ? symbol on the contacts Preference Centre. Applicants indicated as Consent Unknown will be those registered before GDPR legislation was introduced
  • Accounting Retention Period (in years) - The default is set to 7 years in line with the general National Audit Office (NAO) requirement that main accounting ledgers should be retained for six years and supporting documents for eighteen months, following the end of the financial year to which they relate
  • Retain records for AML regulations - If ticked, all records will be retained for AML regulations
  • Preferences Webpage Text - If you are having a feed to your agency website, the comments can be edited for each type of enquiry sent to you by an applicant, from your webpage

Group List

The Group list is made up of categories and sub categories. When you click a sub category, it will affect what you see in that category, across all branches and users.

  • Many of the categories can be customised for you to add additional sub categories
  • In categories that don't permit additional items to be added, a selection is available which you can select and deselect by placing a tick on the relevant item 
  • The order which the sub category is displayed can be changed, so your most frequently used appears first

 Note

If you are using Google Chrome, press Ctrl F on your keyboard to reveal a search bar. Type the item name to easily find the text in the current page

  1. Click a category from the list, i.e. Lead Sources
  2. Tick the box in the Selected column of the lead sources that you want to use 
  3. Change the numbers in the Display Order column to change the order in which they appear when viewing the list
  4. Click Save
  5. Click Add New Code to add a new sub category to your list
  6. Add a Name, Short Name and Description 
  7. Click Create
  8. Follow steps 2 and 3 to edit your new sub category in the list
  9. Click Save
  10. Click Back to Group Settings

Media Items

In Media Items, you can store images to use for marketing, letters, brochures and other templates. Any media you want to use must first be uploaded into Media Items before they can be used.

  1. Click Upload New File
  2. In the Caption field, enter the name of your image
  3. Media Type - In the dropdown menu, click Public Image 
  4. Sub Type - In the dropdown menu, click Publisher Template Image
  5. Tick Printable Library Image? 
  6. Click Choose File, locate the image on your computer or network that you want to upload and click Open
  7. Click Upload

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