What this does
Kolleno can remove specific contact options from the recipient picker on workflow communication nodes, for your whole company. Once an option is removed, nobody can select it on any workflow, so a group of contacts can never be added to a workflow by accident.
When to ask for it
The usual reason is a recipient group that should never be chased automatically. The most common example is the primary contact. If a workflow node selects primary contacts, then every customer in that workflow is chased at their primary contact, which is rarely what you want when that contact is a relationship owner rather than the person who pays invoices.
Removing the option is safer than relying on everyone remembering not to pick it.
What to ask for
This is not a self-service setting, so send a request to your Kolleno contact or to support@kolleno.com. Include:
The company instance, or companies, it should apply to.
Which options to remove. You can name a whole group, such as "all contact positions", or one exact option, such as "primary contacts" or "the Billing position".
Whether it should also cover invoice contacts, which are a separate set of options.
A request can be as short as: "For ACME Ltd, please remove Primary contacts and all contact positions from workflow recipient selection. Invoice contacts can stay available."
What can be removed
Group | What you can name |
Contact levels | Primary contacts, Other contacts, or every contact level |
Invoice contact levels | The same, for contacts attached to an invoice |
Contact positions | One position such as Billing, or every position including ones you create later |
Invoice contact positions | The same, for invoice contacts |
Other | Account owner, Contact in workflow, Sender of email received, specific Kolleno users |
What happens once it is applied
The options disappear from the recipient picker in the workflow editor.
Existing workflows keep running, and stop sending to the removed contacts from the next send onwards. You do not need to edit every node yourself.
If you later edit a node that still refers to a removed option, saving it is rejected until you choose a different recipient. This is deliberate, so the node is corrected rather than left looking like it still sends to that group.
Check you have alternative contacts before removing a whole group. If a customer's only contact is one you have removed, that customer receives no email at all, and the workflow reports it as a missing or invalid email address.
Undoing it
Ask Kolleno to put the options back. They reappear in the picker straight away, and workflows that still refer to them start sending to those contacts again on the next run.