Copying a letter template

Zenya Allen
Zenya Allen
  • Updated

Alto uses a word processor to create letter templates. To create a new letter template, if there is a similar one already set up, you can copy the existing template, and then rename and edit the contents of the copied template accordingly. Any merge codes will be copied over into the new template.

There are two types of letter templates in your Alto software when selecting a template to copy. Always  ensure it is the same type of letter for which you want to create.

The two types of letter templates in Alto are: 

  • 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

To copy an existing 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. Select Copy an existing template and let me amend it
  7. In the search bar, start to type the name of the letter you want to copy
    1. In the dropdown menus, click the Brand, Branch, and Sale/Rent options to refine your search
  8. Click the letter template you wish to copy
  9. Click Next
  10. 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. Your Branch Default will be the one set as your default stationery, in Branch Settings) 
  11. Click Finish
  12. The new letter template opens
    1. Name - At the top of the letter template editor, set this as the name of your new letter template
    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 9)
    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. Edit 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, 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
  13. 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
  14. Click Save
  15. Click Close

Related articles: 

Creating an ad hoc letter template

Creating a new event driven letter template

Letter editor features