Email and print a letter

Alto uses its own word processor to create and send letters. After your document is created, you may need to both print and email a letter, and this can be completed separately or in a single action. You have the option to Finalise and either Print, Email, or Print and Email.
For more information on how to Create and send an ad hoc letter, click here

This article includes: 

Print a letter

When you have created and edited your letter, in order to print it ready to post to the recipients:

  1. Click Finalise 
  2. Click Print
  3. A copy of the letter is created as a .pdf and opens in a new tab on your browser for you to print

A record of the document is saved in the Timeline against all records it is associated with, which you can retrieve at a later date if necessary. To do this, click View or Edit

Email a letter

When you have created and edited your letter, in order to email it to the recipients:

  1. Click Finalise 
  2. Click Email
  3. Email displays in a new browser window
    1. From - The address set up for the user who is sending this email
    2. To - The Associated Contact selected while creating the letter 
    3. CC - An additional recipient can be sent the email, but only if they are already a contact
    4. Subject Message - You can overtype the text, if necessary 
    5. Insert Standard Paragraph - These can be set up in Tools, then selected from the dropdown menu
      For more information on Creating a standard paragraph for Email, SMS and Rooms, click here
    6. Message - Type in your covering message or edit a Standard Paragraph, if one has been inserted
    7. Attachments - The attached document is the letter you are sending by email
      For more information on Adding an attachment to an email, click here
    8. Consent - This indicates if the recipient has consent to general marketing and property match
  4. Click Send

A record of the document is saved in the Timeline against all records it is associated with, which you can track the progress of, retrieve at a later date, and resend, if necessary.
For more information on Email tracking, click here

Email and Print in one action

When you have created and edited your letter, in order to both email and print it for the recipients:

  1. Click Finalise 
  2. Click Print and Email
  3. A copy of the letter is created as a .pdf and it opens in a new tab in your browser for you to print
  4. Email displays in a new browser window
    1. From - The address set up for the user who is sending this email
    2. To - The Associated Contact selected while creating the letter
    3. CC - An additional recipient can be sent the email, but only if they are already a contact
    4. Subject Message - You can overtype the text, if necessary
    5. Insert Standard Paragraph - These can be set up in Tools, then selected from the dropdown menu
      For more information on Creating a standard paragraph for Email, SMS and Rooms, click here
    6. Message - Type in your covering message or edit a Standard Paragraph, if one has been inserted
    7. Attachments - The attached document is the letter you are sending by email
      For more information on Adding an attachment to an email, click here
    8. Consent - This indicates if the recipient has consent to general marketing and property match
  5. Click Send

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

Related articles: 

Managing the letter rack

Adding an attachment to a letter template

Preference Centre GDPR consent features

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