Add the action
Open the workflow in Automation > Workflows.
Add an action and choose Generate letter.
Choose the Letter template. Only active templates with a published version show.
The panel shows what happens to each letter:
No completion task: smart fields fill every required value, so Kolleno generates the letter straight away.
Creates a completion task: the template has a required value that a user types. The letter waits in Requires input with a Task Manager task. These tasks have no assignee, so assign them in Task Manager.
Which workflows can use it
Every workflow type with a customer: customer, customer group, invoice, credit note, payment plan, Kolleno payment, payment (ERP), person, note, email sent, email received, text message sent, call and file upload. Custom record workflows cannot use it.
The letter always goes to the record's customer and uses the customer's data. For example, a letter from an invoice workflow shows the customer's totals, not only that invoice.
What happens to each record
The record waits at Generate letter until its PDF exists, then moves to the next action.
If the letter fails, the record stays at the action, and the customer's Letters tab shows why.
An email received, call or file upload record with no customer stays at the action with an error.
Before you turn the workflow on for everyone, test it on a workflow that enrolls only one test customer.