Letters & Document Generation

Alto dynamically generates letters, tenancy agreements and forms based on data entered into it. In all cases, the document will be called a “Letter” by the system. In this section, we will discuss how the system works.

The Letter Rack

Any letter which has been generated but not sent will sit in the Letter Rack. The Letter Rack can be found in the Main Dashboard:

Clicking on each letter will open it so that it can be edited, sent or cancelled. Batch actions can be carried out by selecting letters with the checkboxes on the right and clicking the cog button at the top (circled in red).

The Two Types of Letters

There are two types of “Letters” within Alto:

  • Event-Generated Letters. These are documents which generate automatically based on actions you take in the system.
  • Ad-Hoc Letters. These are generated by you based on manual action.

Lets talk about how we generate each type.

Generating Letters

Event-Generated Letters

When you carry out certain actions in Alto, Alto will bring up a window prompting you to send a specific letter. An example of this is when an appraisal for a property is booked, or when a property is “Let Agreed”. The window looks like this:

There may be multiple letters here. You can tick the ones you want. Closing this window or clicking “Place Letters in Letters Rack” will send the letters to the Letters Rack so that you can action them later. Clicking “Open Letters Now” will open the window for editing. See SENDING A LETTER.

What if you unticked a document you wanted and closed the window? It can still be recalled using the Timeline.

For instance, the above document generates when a property becomes Let Agreed. So we would go to the Property, click into the Timeline section, find the “Let Agreed” event, and click the username next to it:

Another way to re-generate the letter is by clicking “Docs” at the top of the screen, then “Write a Letter”, then “Based on a Timeline Event” and then selecting the timeline event in question.

Note that documents that relate to the end of tenancies (Notice to Quit and the Check-Out Form) generate from the events in the tenancies themselves, and not the property. So you would go to the Tenancy and select the “Vacate In Progress” event to re-generate the letter.

It might not always be obvious which event has created a letter, so you may need to experiment a bit.

Ad-Hoc Letters

To generate an Ad-Hoc letter, simply go the Property, Contact or Tenancy in question and click “Docs” and then “Write a Letter”:

For tenancy-related documents, I would suggest initiating the process from the Tenancy.

A window will pop up – select “Ad Hoc” and then “Next”.

This will bring up a list of documents:

Click once on the document you would like to send, then click Next.

The data within the letter will be based on the information you put into this window. Several fields will be auto-filled based on whether or not you started the process from a Tenancy, Property or a Contact. You will usually have to manually complete at least one of the fields, however. For “Contact”, you will want to select the “receiver” of the letter, or, in the case of a tenancy agreement, the tenant. Next, click Finish, which will bring up the letter for editing or sending.

Sending/Finalising a Document

Whether a letter is generated Ad Hoc, opened when driven by an Event or pulled up from the Letter Rack, the result is the same: A new window opens, allowing you to edit or send the letter:

If you close this window without doing anything, the letter will go to the Letters Rack. The only way to REMOVE this letter is by clickjing the “Cancel” button at the top.

You would click “Finalise” to send the letter. This will give you several options:

  • Print
  • Email
  • Email and Print
  • E-Sign

Both of the options that feature Print will bring up another window with the document as a PDF. You can then save or print this document as necessary.

Except for print, all of the other options involve email. This will open ANOTHER window, allowing you to compose an email. You will need to select the receiver (but remember you can search by address in this field), enter a subject line, and then some brief body text before sending. The letter we just created will be attached.

E-Sign will send a link allowing the parties to read and sign the document. You would only use this for documents that require signing – tenancy agreements, contracts, the check-out form, the holding deposit form, etc. Note that there might be multiple parties associated with an e-signing document. There is an option to enable an agent to sign on behalf of a landlord, but it is not recommended. If you do use it, select Faisal or Shaun as the signing agent.

Once the document has been sent, it will appear in the timeline. As long as it isn’t an e-signing document, it can also be edited and re-sent from the timeline if necessary.

IMPORTANT NOTE: If you click “Email and Print”, print the document, but never send the email, then the document will not be listed in the Timeline as sent. So if you select an email option, including Email and Print, ALWAYS remember to send the email.