What letters do
A letter turns a Word document into a PDF for one customer. Kolleno fills in the customer's details and the values a user types, then stores the PDF with the customer.
You can generate a letter in two ways:
From the customer page, with Action > Letter. See Generate a letter for a customer.
In a workflow, with the Generate letter action. See Generate letters in a workflow.
How it works
An admin prepares a Word document, uploads it as a letter template and publishes it.
A user or a workflow generates a letter from the template for a customer.
If the letter needs a value that nobody has entered yet, it waits until a user completes it.
Kolleno makes the PDF and stores it on the customer's Files > Letters tab.
Letter statuses
Status | What it means |
Requires input | The letter needs values that a user must type. A Task Manager task asks for them. |
Generating | Kolleno is making the PDF. This usually takes less than a minute. |
Eligible for outbound processing | The PDF is ready and stored with the customer. A generated letter moves to this status by itself. |
Failed | Kolleno could not make the PDF. The Letters tab shows why. |
Who can use letters
Four permissions control letters: manage templates, start letters, complete letters and see letters. Admins have all four. Other users need them turned on, see Letter permissions.