Creating workflows in Kolleno allows you to automate communication with your customers based on specific events, such as when a payment is registered in your ERP system.
This guide will walk you through setting up a workflow using the "Payment Registered on ERP" trigger, ensuring that your customers are promptly notified when their payment is reconciled.
Step-by-Step Guide to Creating the Workflow
Create a New Workflow:
Navigate to the Automation section.
Click on Create New Workflow to begin setting up your automated process.
Set the Trigger: "Payment Registered on ERP":
Select When an event occurs as the trigger type.
From the list of available triggers, choose Payment Registered on ERP. This trigger will activate the workflow whenever a payment is recorded in your ERP system.
Apply Filters to Refine the Workflow:
To ensure the workflow targets the correct payments, apply relevant filters.
For example, you can filter payments by setting Amount remaining equals 0 and Status = Paid. These filters ensure that the workflow only triggers for fully applied payments that are not marked as voided in your ERP.
Create an Email Template:
Before you can send emails through the workflow, you need to create an email template.
Go to the Templates section under Automation.
Click on Create New Template and design your email, including any necessary details such as payment confirmation or thank you messages.
Configure the Send Email Node:
Return to your workflow setup and add a Send Email action node.
Configure this node to use the email template you just created.
You can also set the email to “Send as soon as possible” so that the customer receives the email as soon as a payment is registered on your ERP instead of waiting for a specific time to send.
Activate the Workflow:
Review your workflow settings and make any necessary adjustments.
Once you're satisfied with the setup, activate the workflow.
Your customers will now automatically receive an email whenever a payment is registered in your ERP.