Kolleno's File Upload workflow trigger lets you automatically send communications when a file is uploaded to a customer's record.
Using tag-based filters, you control exactly which uploads activate the workflow — so you can target specific document types or business scenarios without firing on every file.
Where to find it
Go to Workflows in the left navigation, then create a new workflow or edit an existing one. In the workflow level selector, choose File Upload Level.
How it works
When a file is uploaded to Kolleno and linked to a customer, the system checks whether it matches the active workflow's trigger conditions. If it does, the workflow runs.
Setting up the trigger
Set the workflow level to File Upload Level.
The trigger event File Uploaded becomes available. Select it.
Configure your trigger filters to narrow which uploads activate the workflow.
Trigger filters
You can filter on the following file properties:
Name — the file name
Extension — file type (e.g. PDF, XLSX)
Size — file size
Tags — one or more tags applied to the file
Date created — when the file was uploaded
Visible to customer — whether the file is shared with the customer
You can also apply standard customer filters to further scope which customers' file uploads qualify.
Email template and smart fields
For workflows using an email action, the following file-related smart fields are available to insert into the email template:
{{files.0.name}}— file name (without extension){{files.0.full_name}}— file name with extension{{files.0.size}}— file size{{files.0.tags}}— tags applied to the file{{files.0.invoices}}— invoices linked to the file{{files_count}}— number of files uploaded{{files_list}}— a plain list of the uploaded files{{files_table}}— a formatted table of the uploaded files
These fields render the details of the file that triggered the workflow, making it straightforward to include relevant context in the email sent to customers.
Things to note
Files may also be linked to invoices; invoice details can be referenced in the email template using the
{{files.0.invoices}}smart field.Tag-based filtering is particularly useful for routing workflows — for example, triggering a different email depending on whether a file is tagged as an invoice, a contract, or a statement.