Once you have your letter templates set up, you can generate these letter templates against a contact or property in your database. Learn more about creating letter templates (cloud and Word doc).
Contents:
Step by step
1. Navigate to the desired contact or property card
2. Click on the Letters Tab
3. You then have the below options when generating a letter from a contact or property card:
- Contact Card - You can set the context of the letter (if a property is attached to the contact), which will allow you to merge property details should the letter template contain property-specific merge fields.
- Property Card - You can set who should be addressed within the letter based on the Vendor, Purchaser, and Agent attached to the property. This will then determine whose details will populate the merge fields of the document.
If using branches, you also have the ability to select the branch from an added dropdown above.
4. You can then select if you wish to use a Cloud Letter or a Word Document template from the drop-down above the Folders
5. Once selected, you can select the folder that contains the letter you would like to generate and then click on the desired letter template
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Cloud Letter Templates - This will appear on a pop-up screen, and the merge fields will be populated. You can edit the cloud letter template if required and:
- Print (File > Print)
- Save To Filing Cabinet
- Save To Attached Files (Only available when generating within the letters tab of a contact card and no property in context is selected)
If you print a cloud letter template, you must ensure that you untick the Header and footers from within your printer settings.
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Word Doc Templates - The same as cloud letter templates, click on the letter. However, the letter will automatically generate and:
- Download it as a Word document to your computer
- Save it directly in your filing cabinet
Additional information
When saving a cloud letter template to the attached files or filing cabinet, you will need to:
- Add the file name
- Set the visibility settings
- Tick the folder(s) you want the file to reside in
- Click Save
Allocating a document to the contracts folder triggers any client that receives that file to be marked as having received the contract/letter of offer for the listing. This is great for vendor reporting and narrowing buyers.
Should you require further document folders, these can be created by:
- Go into Settings > Folders
- Select the Filing Cabinet (Contact) or Filing Cabinet (Property) tab
- Click on Add New Folder Type in the bottom right-hand corner
If you did not choose to link an attached property when generating a letter from the contact card, you will have the option to Save To Attached Files (Instead of Save To Filing Cabinet of the property). If saved to attached files, this will be saved against the Filing Cabinet for the contact, not the property.