A trigger in a workflow is an event or condition that initiates or triggers a workflow. It is the starting point of any automated process and is usually defined by specific events or conditions within a system.

Kolleno has 2 specific trigger types.

Conditions met triggers: These triggers occur when a specific data condition is met.
Event-based triggers: These triggers are initiated when a specific event occurs. For instance, when a new customer is created, or a new invoice is created.

When a transaction matches certain conditions

At Kolleno, we understand the importance of timely and targeted communication. That's why we offer specialized triggers designed to automate actions when preset conditions are met, ensuring your team can focus on what matters most.

Our platform features two primary types of triggers for these purposes: Customer Follow-up and Invoice Follow.

Customer followup
1. Perform actions on invoices grouped by a customer
2. This allows you to communicate to the customer for multiple invoices but only send the customer one email at a time vs sending them an email per invoice.
Invoice follow
1. Perform actions on individual invoices.
2. This would send out communication and treat each invoice as an individual flow.

Customer Follow-up: Streamlining Communication

Purpose: This trigger is ideal for managing communication with customers who have multiple invoices. It streamlines the process by allowing you to send a single, consolidated email to a customer regarding multiple invoices, instead of overwhelming them with multiple messages.

How It Works: When you activate the Customer Follow-up trigger, the system identifies when multiple invoices for the same customer meet your specified conditions. Instead of sending an individual email for each invoice, Kolleno consolidates the information and sends a single email. This approach not only simplifies the communication but also enhances the customer experience by reducing email clutter.

Use Cases:

Sending monthly statements summarizing all outstanding invoices.
Notifying customers about several invoices that are due or past due with one email.

Invoice Follow: Individual Invoice Attention

Purpose: This trigger focuses on individual invoices, treating each as a separate entity. It's designed for situations where personalized communication for each invoice is necessary, ensuring that each transaction receives individual attention.

How It Works: With the Invoice trigger, the system automatically sends out communications for each invoice that meets the specified conditions. Each invoice is treated as a separate flow, allowing for detailed, invoice-specific communication.

Use Cases:

Sending payment reminders for individual invoices.
Notifying customers about specific actions required for individual invoices (e.g., providing additional documentation).

Choosing the Right Trigger

Selecting the appropriate trigger depends on your operational needs and communication strategy:

For consolidated communication: Opt for the Customer Follow-up trigger to minimize email frequency and enhance customer experience.
For detailed, invoice-specific communication: Use the Invoice Follow trigger to ensure that each invoice is individually addressed and managed.

By leveraging these triggers, Kolleno enables your business to automate financial operations efficiently, ensuring that your team can dedicate more time to strategic tasks while maintaining high levels of customer satisfaction.

Event-based triggers

To complement the condition-based automation triggers, Kolleno also offers event-based triggers that activate immediately upon specific events, enhancing your financial operations' responsiveness and adaptability. One of the primary event-based triggers is the When Record Created trigger.

Purpose: This trigger is designed to automatically initiate actions the moment a new record is created within the system. It's especially useful for instantaneously responding to new data entries, ensuring that your financial operations are as efficient and proactive as possible.

How It Works: The "When Record Created" trigger activates as soon as a new record is entered into the system. This is particularly relevant when data is entered manually, as the trigger can activate before the data entry process is fully completed. However, its optimal use case is when records are created programmatically, allowing for immediate and automated follow-up actions without manual intervention.

Considerations: Given that this trigger can activate mid-entry during manual data input, we recommend utilizing it in scenarios where records are added through automated processes. For situations requiring a trigger based on specific conditions being met, the When a Record Matches Conditions trigger is more suitable, offering both precision and relevance in automation.

Use Cases:

New Customer Creation: Automatically send an onboarding email complete with setup instructions and direct debit links, ensuring a smooth and welcoming first interaction.
New Invoice Generation: Instantly dispatch the invoice to a designated billing customer, streamlining the billing process.
New Credit Note Issuance: Automatically notify the finance team by sending them the credit note along, facilitating prompt and informed financial adjustments.

Implementing Event-Based Triggers

To effectively utilise event-based triggers, consider the following steps:

Identify the Events: Determine which events in your financial operations would benefit from immediate automated actions.
Configure the Trigger: Set up the "When Record Created" trigger for these events, specifying the automated actions that should follow.
Monitor and Adjust: Review the trigger's performance and make adjustments as necessary to ensure it meets your operational needs efficiently.

By incorporating event-based triggers like "When Record Created" into your automation strategy, Kolleno empowers your business to act swiftly on new information, enhancing both operational efficiency and customer engagement.