Creating a new event driven 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 event driven template

  1. Click Tools on the main toolbar
  2. On the side menu, under App Tools, click Letters & Stationery Templates
  3. Click Actions
  4. In the dropdown menu, click Create Letter Template 
  5. The Letter Template Wizard opens. Click New event-driven template (advanced)
  6. Click Next
  7. In the dropdown menu, select Which kind of recipient will receive letters of this type
  8. Click Next
  9. In the dropdown menu, select whether or not the body of these letters rely on information from Alto
  10. Click Next
  11. Click Yes, and in the dropdown menu, click the event that will trigger your event letter
    (The list displayed will be relevant to the category you selected in step 9) 
  12. Click Next
  13. In the dropdown menu, select which stationery to use for the template, to determine the default appearance
    (Stationery refers to the templates that are set up with your header, logo and footer, i.e. the letterhead design)
  14. Click Finish
  15. The new event driven letter template opens
    1. Name - Rather than having Untitled template, set this as the name of your letter
    2. Branch - In the dropdown menu, select as to whether this template will be available to individual branches, or to All Branches
    3. Brand - If your agency operates under two different brands, in the dropdown menu, select the relevant brand option
    4. Stationery - In the dropdown menu, select which stationery is best suited to this template
      (This is the same as what you selected in step 13)
    5. Sale or Rent - In the dropdown menu, select the relevant option if the template you are creating is specific to one or the other
    6. 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
    7. 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
    8. Add an attachment, if required
      For more information on Adding an attachment to a letter template, click here
  16. Click Preview to view a side by side preview of the layout on your chosen stationery, making sure you're happy with it's appearance, i.e. where page breaks fall, how text wraps, your logo positioning etc
  17. Click Save
  18. Click Close

Adding merge codes

  1. Click Tools on the main toolbar
  2. On the side menu, under App Tools, click Letter and Stationary Templates
  3. Click the Letter Template you want to edit
  4. The Letter Template opens. Position your cursor in the area of your letter template where you’d like the merge code to appear and press # on your keyboard
  5. 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
  6. Click on your required merge code. It will now appear in the position of your cursor on the template
  7. Click Save

2022_Adding_merge_codes_to_a_letter_template.png

Related articles: 

Creating a new stationery template

Creating an ad hoc 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

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