Create and send an event driven letter

Zenya Allen
Zenya Allen
  • Updated

Alto uses a word processor to create and send letters. Each letter template is set up with merge codes so when it's produced, the details of the record you have selected is merged with the selected contact, property, or tenancy record, to produce a complete document.  

When a document is created, the content can be edited before you Finalise and either Print, Email or send by eSign to the selected recipients.

There are two types of letter templates in Alto:

  • Ad hoc template
  • One that is based upon a Timeline entry (also known as an event-driven template)
    An event driven letter is triggered by a specific process, i.e. when a market appraisal has been completed or an offer accepted

This article includes: 

Creating an event driven letter

A letter can be created from either Properties, Contacts or Tenancies on the main toolbar. Depending on which letter you are creating and the merge codes used in the template, will determine where you start to create your letter.

  1. Click either Properties, Contacts or Tenancies on the main toolbar
  2. Search for and select the relevant record for whom you are creating the letter, from Recent & Favourite or via the Search bar in the top right
  3. The Overview screen opens. Click Docs
  4. In the dropdown menu, click Write a Letter...
  5. In the Write a Letter window, click Based upon a timeline entry, such as an offer accepted event
  6. Click Next
  7. Click the timeline event that you want to produce a letter for
  8. Click Next 
  9. The Create Letters window opens and displays a list of available letters
    1. Tick to select the letter you want to create. Untick any you don't want to create
    2. If the sign off signature in the letter is another person, in the Send From dropdown menu, click the relevant user
    3. If you want to place the letter in the letter rack, to edit and send later, click Place Letters in Letter Rack
  10. Click Open Letters Now
  11. Your letter appears in a browser in a new tab

Edit and send an event driven letter

As you scroll down the letter, you will see details of the selected record that has merged with your chosen letter template.

  1. Edit the content of the template, if required.
    Please be aware however that URLs/links to websites and social media do not work on letters.
    For more information on the Letter editor features, click here
  2. On the top toolbar of the document:
    1. Click Save if you have made any changes
    2. Click Preview PDF to show an example of your letter on the chosen stationery
    3. Cancel to remove the letter
    4. Close to save the letter to your letter rack 
  3. Click Finalise, then Print, EmailPrint and Email or eSign (if activated)

A record of the document is saved in the Timeline of all records that it is associated against, which you can track the progress of, retrieve at a later date, and resend if necessary.

Related articles: 

Activating eSigning

Adding eSigning merge codes to letter templates

Email and print a letter

Creating a new event driven letter template

Managing the letter rack

Email tracking

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