When on the transaction page on Altis, there are a couple of places where you can find the functionality to send an email. Firstly it is on the toolbar along the top of the page shown as an envelope icon, it is also shown on the Tools tab on the left hand side of the page, within the document icons (shown as a paper clip) and finally by clicking on the email address of the client in the ribbon along the top of the transaction screen.
- When you select any of these options, you will be presented with a dialogue box which will firstly ask for the recipient of the email, there will be the option to select a key contact however you are also able to type any email address into this box.
- There is also the option to CC this email to an additional contact, again this can be done by selecting a key contact or by typing in the email address of the person you are wanting to send it to. Once the system knows who you are sending the email to, it will adjust the Templates you are able to select from, for example if I select my client as the recipient, I will only be shown the templates that relate to my client (as previously selected when I created my templates).
- Altis will also know if there are any associated attachments to the email and populate these as attachments for you automatically (again this setting is something that is put in place when your template is uploaded). For example if the email states ‘I have attached the latest version of the missives..’ you can set Altis to automatically attach that document to that template.
- You then have the option to amend the Subject of the email, however this will have automatically pre-populated with the title of the template and the property address.
- Below this you are shown the content of the template, you are able to amend the content of your email at this stage. Then you click send!
Once your email has sent the dialogue box will close. Once your email is sent, a copy of it will be stored in your Communications Log to record its existence and keep a track of it all in one place.