Create and send an event driven letter

Alto uses a word processor to create and send letters. An event driven letter is produced from a Timeline entry - triggered by a specific process such as a completed market appraisal or an accepted offer. Each letter template contains merge codes, so when the letter is produced, the details of the record you selected merge in to give you a complete document you can review on screen, edit, and then finalise.

There are two types of letter template in Alto:

• Ad hoc - see Create and send an ad hoc letter
• Event driven - based on a Timeline entry, covered here

Creating an event driven letter

You can start from Properties, Contacts or Tenancies - which one depends on the merge codes the template uses.

1. Click either Properties, Contacts or Tenancies on the main navigation bar
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 document will open up in a new tab on your browser

Edit and send an event driven letter

As you scroll down the letter, you'll see the selected record's details already merged into your chosen template. Edit it, then finalise to print, email or E-Sign.

1. Edit the content of the template where needed. For editor features see Letter editor features
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, Email, Print and Email or E-Sign (if activated)

A record of the document is saved on the Timeline of every record it's associated with, where you can track it, retrieve it later, and resend if needed.

• Related Help Centre articles that you may find useful.

  Customising your letter templates ready for E-Signing

  Sending documents for E-Signing

  Email and print a letter

  Creating a new event driven letter template

  Dashboard - Letter Rack widget

  Email tracking