Kolleno

This article will look into the automation dashboard and explain the features available.

Automation

This article will be looking at the bulk communication feature in the automation tab and how customer chasing status contributes.

Bulk Communications

You can now add attachments to a mass email

Sending attachments with bulk communications

You can use automation to alert you of a new customer in Kolleno

Get notified of a new Customer created

Kolleno Support

All the features available in the Automation dashboard

Templates

This article will look into how to set up templates within the automation dashboard.

How to set up templates?

This article will look into the different template types and what they mean.

Template Type

This article will go through how to download a template that you have created in Kolleno for easy sharing.

How to download a template (SMS or Email)?

Create templates, understand template types, and export templates for sharing or reuse.

Getting started

In templates you can now amend the date smart feld and add in any days to the day

How to add days or months to any date smart field in Kolleno templates?

Insert the current date and time, in any date format you want, in your templates.

Current Date and Time as Smart Field

You can change any date to the timezone of your choice.

How to Display Date and Time in a different Timezone in your Templates

Format your data in a human-friendly format.

Formatting Numbers and Dates in Templates

Create your smart field to insert a relative date in your communications.

Show email sending date plus a few days

Use Smart Fields for dates and timezones, generate relative dates, and format numbers and dates consistently.

Smart Fields: dates & formatting

Smart field to use in your template to show the total balance of a customer based on a customer number of days.

Template Smart Field: Balance overdue by a number of days

Use a smart field that can list the balances of a customer, grouped by currency.

Template Smart Field: Customer balances per currency

This article will go through different smart fields that can perform mathematical operations in templates.

Math Operations in Template Smart Fields

Use Smart Fields to calculate values and display customer balances (including multi-currency) in your templates.

Smart Fields: calculations & balances

Kolleno enables you to send your customer's account statement directly by email by providing a unique download URL.

Smart Field to download the customer's statement

Includes details about the statement directly in the content of your email.

Smart Field to include the customer's statement in the email

Include customer statements in emails using downloadable links or embedded statement content.

Statements

This article will take you through step by step how you can create a custom table that you an add into your templates.

How to create a custom table in Kolleno?

This article will go through how you can turn any word into a hyperlink in your templates and communications.

Create a dynamic hyperlink in your templates

Learn how to safely render HTML content in your templates using the |safe filter.

Render HTML from your custom Smart Fields

An important setting to enable, to ensure invoices always send.

How to ensure your emails always send invoices

Create email templates that adapt to each customer’s language

Creating Email Templates with Language-Based Conditions

Build advanced templates with custom tables, dynamic links, safe HTML rendering, language conditions, and attachment rules.

Advanced templates

Understand how to view the current workflows a customer is enrolled in.

View Current Workflow Enrolments for a Customer

View all previous enrolments a customer was part of.

View a Customer Previous Workflow Enrolments

Get full visibility on what is currently going on in your workflows.

View Records in a specific Workflow node

You can add an additional pause to a stage of the workflow from the customer hub.

How to pause a specific Workflow Run

Decide what workflow runs specifically must stop (any level: customer, invoice, credit note, etc.)

Stop a specific Workflow run

Bulk changes to the scheduled send times of tasks across all or specific workflows in your account.

Requesting Bulk Updates to Workflow Task Times

Workflows

Understand what to do when you get an alerts about the number of emails sent.

Unusual number of emails sent

What can you do if you see that duplicate emails were potentially sent in the past 7 days.

Duplicate emails sent in your Workflow

Understand what to do when using certain invoice filters at the customer level.

Invoice days overdue filter alert

Boost the performances of your instance by correctly assigning and removing from portfolios.

Correct assign/remove from Portfolios in Workflows

Boost the performances of your instance by correctly adding tags.

Correctly add a Tag in Workflows

Correctly assign a User (account owner) in Workflows

Make your Invoice Created bullet-proof when synchronizing historical invoices.

Invoice Created: Missing Days Issued Filter

‘Wait for completion’ has no effect on final task nodes — update or ignore this alert as needed.

Task Node Wait for Completion at End of Workflow Has No Effect

Receive a daily summary of all workflow alerts and recommended actions.

Receive Daily Workflow Alerts Digest

Get notified when workflow emails fail to send and reccomended actions to resolve issues.

Email Deliverability alert

Kolleno detects overlapping workflow filters and how to resolve related alerts.

Workflow Filters Overlap Alert

Learn how to receive daily and weekly workflow alerts via email in Kolleno.

How to Enable Workflow Alerts

Understand the different alerts possible in your workflows.

Workflows Alerts

What are triggers?

Workflow settings

Duplicate a workflow by clicking the ellipsis, selecting "Duplicate," and choosing a valid trigger.

Duplicate a Workflow

Overview of Kolleno workflow triggers: how they work, when they run, and how they automate actions.

List of Available Workflow Triggers

First steps, settings, duplicating, organising.

Getting started & settings

Specify which customer, invoice, credit note etc will be included in the workflow based off specific criteria.

Workflow filters

Create an email workflow that sends an auto-response to your customer(s)

How to create an auto-reply workflow

Use workflow filters to capture certain words from inbound emails to create action items

Action based on words found in Emails Received

Missed invoices? Create a follow-up workflow using issue date filters to target past imports in Kolleno.

Handling Missed Invoices in the "Invoice Created" Workflow

How to use customer, invoice, and credit note tag categories to build scalable and precise workflow conditions.

Using Tag Categories in Workflow Filters

Automatically trigger workflows when an email bounces or a text message is undelivered.

Email Bounced and SMS Undelivered

Contact Follow Up workflows decide which contacts and invoices enter automation.

Understanding Contact Follow Up Logic in Workflow Triggers

How to target a specific contact and their invoices using Contact Follow Up workflow filters.

Setting Up Contact Follow Up Triggers for Workflows

Learn how to divide workflows into two paths when customers meet certain criteria.

Split the workflow into two branches based on conditions

How to configure workflows that act only when both specific invoice and payment criteria are met.

Target Specific Invoices and Payments (ERP) in Workflows

Apply workflow actions only to Payments (ERP) that meet chosen criteria.

Target Specific Payments in Workflows

Workflows — Triggers & filters (targeting)

Triggers & filters (targeting)

Using “Run now” to trigger workflows manually and “Skip node” in workflows

Run workflows instantly or skip delays when needed

Set your workflow to run on the schedule that suits you  weekly, bi-weekly, monthly, or on a specific week of the month

Customizing Your Workflow Schedule

Assign workflows only on a specific calendar or working day of the month.

Start Workflow on a Specific Day of the Month

Scheduling & execution controls

Automatically remove Customers from your Portfolios thanks to Workflows.

Remove Customers from Portfolios in a Workflow

Automatically change the Pause Chasing Status of your customers.

Change the Pause Chasing Status in a Workflow

Automatically change the Strike Level of your customers.

Change the Strike level in a Workflow

No-code workflows action "ERP record" allows you to update any field, enabling complex logic and keeping systems in sync.

ERP action in the Workflows

Automatically remove a Tag in your Workflows.

Remove a Tag in Workflows

Automatically add a Tag in your Workflows.

Add a Tag in Workflows

Assign Tags to Customers with Workflows

Assign Tags to Customer Groups with Workflows

Send HTTP requests to an external API endpoint

Make an API Call with Kolleno Workflows

Pause a workflow node when customer chasing is turned off and resume it automatically when chasing is enabled again.

Pause workflow node when customer chasing is disabled

Use template variables in Kolleno workflows to send dynamic ERP and customer data in API calls.

Using Template Variables in API Request Bodies for Workflows

Use type prefixes (e.g. boolean:true, integer:10) to send correctly formatted ERP field values.

Field Value Types for “Update Record on ERP”

Actions (tags, portfolios, chasing, strike levels)

Set up automated workflows when payment is recorded in your ERP/accounting platform.

How to Run a Workflow when a Payment is Registered on your ERP

Create a workflow to automatically send tasks or create tasks for specific payment events.

Payment charge workflows

Include or exclude invoices from auto-charge using workflow conditions and automation steps.

Managing Change Auto-Charge status
Though Workflows

Payments & Auto-Charge automation

Find out how to categorize your workflows, depending on their purpose.

Organizing Workflows by Category

Target contacts assigned to invoices who hold specific positions.

Targeting Invoice Contacts in Workflow Emails

Understand what happens when your Workflow fails to send an email.

What Happens When an Email in a Workflow Fails to Send?

Configuring Email Recipients & Contact Positions in a workflow

How to diagnose your workflows to understand why an email did not send correctly

Workflow sending error

Ensuring emails only go to the invoice recipient, not general contact or other recipients.

How to assign an invoice only contact in your workflows as a recipient

Duplicate tasks/emails? Check if it’s an invoice workflow and switch to a customer workflow.

Why Did a Workflow Create Duplicate Tasks or Emails?

Send internal emails in workflow to reach the assigned account owner.

How to Send Workflow Emails to the Account Owner Using Smart Fields

Send workflow emails directly to the customer’s account owner by selecting them as a recipient.

Account Owner as Email Recipient in Workflows

Avoid multiple "To" recipients. Place secondary contacts in "Cc" to ensure correct name usage in smart fields.

Ensure the Correct Recipient Name in Workflows

Learn the common reasons why workflows may not trigger emails, SMS, or actions.

Why did my workflow not run?

Workflow not Progressing or Sending Emails at the Scheduled Time

Email delivery, recipients & troubleshooting

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