Customising event driven email templates

In Alto, some events such as Viewings, Market Appraisals and Instructions will trigger automatic emails related to those events. Those emails are stored within Tools > System Administration > Email Templates, and can be customised if required.

Only some Email Templates can be copied and altered, including the Header (EmailHeader), Footer (EmailFooter), and Property Row (EmailPropertyRow).

 Note

In order to customise the inbuilt email templates that are used on event driven emails, you'll need some basic HTML knowledge

  • Property Row sets the default property matching template, including the layout of the property matching results in Alto (although this can be overridden on the property matching screen). The default Property Row (EmailPropertyRow) can be set within Tools > System Administration > Branches > Edit > Default Match Email Property Layout. This is the only template where there can be several variations for that branch

    How_to_customise_event_driven_email_templates_in_Alto2.png

  • Header (EmailHeader) and Footer (EmailFooter) templates can be applied to all branches and brands, or some, allowing for different branding between a sales and a lettings business. Both can have the same address or different, and have their own templates. There can however only be one Header and Footer per branch

All images used in the design should be uploaded to Alto so they can they be added into the HTML of the email templates. Depending on whether the image is going to be used across all branches or only a single branch, will depend on whether you add the image in to Branches or Group Settings.

 Note

You will need access to System Administration, to add the image into your Group or Branch settings. Your appointed Group Administrator will have access to these permissions

Upload image - Branches

  1. Click Tools on the main toolbar
  2. On the side menu, under System Tools, click System Administration
  3. Click Branches
  4. Click Edit next to your branch
  5. Scroll down to Media Items and click Upload New File
    1. Name - Add the name of your image
    2. Media Type - Click Public Image from within the dropdown menu
    3. Sub Type - Click Publisher Template Image from within the dropdown menu
    4. Printable Library Image? - Tick this 
    5. Choose File - Navigate to where your image is saved on your computer or network, and click Open
    6. Click Upload

Upload image - Group Settings

  1. Click Tools on the main toolbar
  2. On the side menu, under System Tools, click System Administration
  3. Click Group Settings
  4. Scroll down to Media Items and click Upload New File
    1. Caption - Add the name of your image 
      (This can be used to identify image sources i.e. #group:logo# would pull an image named logo from the Group Settings. This can be useful as multiple different images can be uploaded with the same Caption and use the same HTML code, but pull different images)
    2. Media Type - Click Public Image from within the dropdown menu
    3. Sub Type - Click Publisher Template Image from within the dropdown menu
    4. Printable Library Image? - Tick this 
    5. Choose File - Navigate to where your image is saved on your computer or network, and click Open
    6. Click Upload

Structure

The HTML coding style is inline and not via CSS and classes, i.e.

<td style=“width:100%; height:auto; font-size:1em;”>

To make designs mobile friendly:

  • Divs and tables should generally have width:100% and height:auto
  • Images should have a max size of 650-780px, 72dpi

The key templates in Alto which define the branding of the emails are the Header (EmailHeader), Footer (EmailFooter), and the Client Footer (EmailClientFooter). The Client Footer shouldn't be overlooked as this contains the unsubscribe link.

Other emails are then dropped in depending on the event triggered, i.e. Viewings, Market Appraisals, Instructions etc.

Testing

To test your template designs in Alto:
(the following is applicable for all emails, regardless of whether you're using the ad hoc email template system or not)

  1. First, create a test applicant and landlord with an attached test property
  2. Book in a viewing, then cancel it, in order to view the emails that are delivered to the test email accounts

Template designs can be tested and previewed in a suitable code editor, although testing on live data is recommended.

The following email templates have a sign off from the negotiator, i.e. kind regards, #negoatiator, which you may want to test and preview:

  • EmailConfirmationAppraisalOwner
  • EmailCampaignAttachedBrochures
  • Email Reminder Appraisal Owner
  • EmailOutputWizardEmbeddedUrls
  • EmailVendorReportCoverNote
  • EmailFinancialServicesReferral
  • EmailFinancialServicesReferralWithProperty
  • EmailCopyStatementNotification
  • EmailPeriodStatementNotification
  • EmailLandLordStatementNotification
  • EmailOutputWizardAttachedBrochures
  • EmailInvoiceNotification
  • EmailReceiptNotification
  • EmailSolicitorReferral
  • EmailSupplierPaymentAdvice
  • EmailConfirmationViewingCancelledOwner
  • EmailConfirmationViewingOwner
  • EmailConfirmationViewingViewer
  • EmailWorkOrderRequestQuotation
  • EmailWorkOrderInstructSupplier

Was this article helpful?
0 out of 0 found this helpful