Workflows in Kolleno are powered by triggers—automated events that start actions when certain conditions are met. There are multiple types of triggers, grouped into two categories. This guide explains how they work and when they’re used.
📊 1. Data-Based Triggers (Continuous Monitoring)
These triggers continuously monitor your data and can restart after a set waiting period.
| What It Monitors | Example Use Case |
Customer Follow up | Customers with overdue invoices, balances, etc. | Dunning workflows for overdue customers |
Contact Follow Up | Contact persons that match your filters | Email a specific person regarding all the invoices linked to them. |
Customer Group Follow up | Customer groups that match your filters | Group-level collection strategies |
Invoice Follow up | Specific invoices (e.g., unpaid, overdue) | Invoice-based chasing sequences |
Payment Plan Follow up | Active payment plans with specific criteria | Workflows for payment plan management |
Payment Plan Installment Due | Installments that are past due and pending | Reminder workflows for overdue installments |
🕒 Execution: Based on the workflow’s start timing setting (e.g., daily, weekdays only)
♻️ Can Restart: Yes, after a waiting period
🆕 2. Object Created Triggers (One-Time Events)
These triggers activate once when something new is created in the system.
Trigger Name | What It Detects | Example Use Case |
Credit Note Created | When a credit note is issued | Notify customer about credit note |
Customer Created | When a customer is added | Welcome email or onboarding workflow |
Email Bounced | When an email sent has bounced. | Create a task to get a review the contact details. |
Email Received | When a customer email is received & assigned | Acknowledge or respond automatically |
Email Sent | Detects when an email is successfully sent from Kolleno. | Log communication activity or trigger internal follow-up actions. |
Invoice Created | When an invoice is created | Invoice confirmation message |
Kolleno Payment Chargeb Back | When a chargeback is logged | Alert finance or trigger recovery steps |
Kolleno Payment Failed | When a charge fails | Notify customer or retry payment |
Kolleno Payment Paid | When a charge is marked as "paid" | Send a payment receipt |
Note Created | Detects when a note is added to a customer, invoice, or related object. | Notify internal teams or trigger enrichment workflows. |
Payment (ERP) Created | When payment is synced from your ERP | Confirm receipt of payment |
Payment Plan Created | When a new payment plan is added | Confirmation and guidance for the plan |
Text Message Sent | Detects when an SMS is sent via Kolleno. | Track outbound SMS communication or trigger escalation logic. |
Text Message Undelivered | Alert when an SMS fails to deliver. | Create a task to review phone number validity or retry via another channel. |
🕒 Execution: Within 30 minutes of the object being created
♻️ Can Restart: ❌ No (one-time only)