Creating an ad hoc letter template

Alto uses a word processor to create letter templates. 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 Ad hoc template
• Adding merge codes

Creating an Ad hoc template

1. Click Tools on the main toolbar
2. In the dropdown menu, click Templates and admin
3. On the side menu, under App Tools, click Letter & Stationery Templates
4. Click Actions
5. In the dropdown menu, click Create Letter Template 
6. The Letter Template Wizard opens. Click New ad hoc Template
7. Click Next
8. In the dropdown menu, select which stationery to use for the template
   (Stationery refers to the templates that are set up with your header, logo and footer, i.e. the letterhead design)
9. Click Finish
10. The new ad hoc letter template opens
    1. Name - At the top of the letter template editor, rather than having Untitled template, set this as the name of your letter
    2. Branch - Within the Template Config, in the dropdown menu, select as to whether this template will be available to individual branches, or to All Branches
    3. Brand - Within the Template Config, if your agency operates under two different brands, in the dropdown menu, select the relevant brand option
    4. Stationery - Within the Template Config, in the dropdown menu, you can amend the stationery design (This is the same as what you selected in step 7)
    5. Sale or Rent - Within the Template Config, in the dropdown menu, select the relevant option if the template you are creating is specific to one or the other, or All
    6. Add the contents of your letter template (Insert text from Microsoft Word and other document editors, add formatting, tables etc)
       For more information on Letter editor features, click here
    7. Add a merge code(s), if required
       For more information on Adding merge codes to a letter template, click here
       For more information on a List of merge codes for letter templates, click here
    8. Add an attachment, if required
       For more information on Adding an attachment to a letter template, click here
11. By default, the Preview function will be active allowing you to view a side by side preview of the layout on your chosen stationery. Make sure you're happy with it's appearance, i.e. where page breaks fall, how text wraps, your logo positioning etc. Click Refresh to update the preview, or view it in Full screen
12. Click Save
13. Click Close

Adding merge codes

1. Click Tools on the main toolbar
2. In the dropdown menu, click Templates and admin
3. On the side menu, under App Tools, click Letter & Stationery Templates
4. Click the Letter Template you want to edit
5. The Letter Template opens. Position your cursor in the area of your letter template where you’d like the merge code to appear. Either click Merge code on the toolbar, or, press # on your keyboard
6. The merge code search box opens. Start typing the name of the merge code until the correct code appears (A description identifying more details of each merge code appears with each code)
   For more information on a List of merge codes for letter templates, click here
   
7. Click on your required merge code. It will now appear in the position of your cursor on the template
8. Click Save

Related articles: 

Creating a new stationery template

Creating a new event driven letter template

Letter editor features

Adding an image into a letter template

Adding page numbering to a letter template

Adding a signature to a letter template