Automation
All the features available in the Automation dashboard
AutomationThis article will look into the automation dashboard and explain the features available.
Bulk CommunicationsThis article will be looking at the bulk communication feature in the automation tab and how customer chasing status contributes.
Sending attachments with bulk communicationsYou can now add attachments to a mass email
Get notified of a new Customer createdYou can use automation to alert you of a new customer in Kolleno
How to set up templates?This article will look into how to set up templates within the automation dashboard.
Template TypeThis article will look into the different template types and what they mean.
How to download a template (SMS or Email)?This article will go through how to download a template that you have created in Kolleno for easy sharing.
How to add days or months to any date smart field in Kolleno templates?In templates you can now amend the date smart feld and add in any days to the day
Template Smart Field: Balance overdue by a number of daysSmart field to use in your template to show the total balance of a customer based on a customer number of days.
Template Smart Field: Customer balances per currencyUse a smart field that can list the balances of a customer, grouped by currency.
How to create a custom table in Kolleno?This article will take you through step by step how you can create a custom table that you an add into your templates.
Create a dynamic hyperlink in your templatesThis article will go through how you can turn any word into a hyperlink in your templates and communications.
Smart Field to download the customer's statementKolleno enables you to send your customer's account statement directly by email by providing a unique download URL.
Current Date and Time as Smart FieldInsert the current date and time, in any date format you want, in your templates.
How to Display Date and Time in a different Timezone in your TemplatesYou can change any date to the timezone of your choice.
Render HTML from your custom Smart FieldsLearn how to safely render HTML content in your templates using the |safe filter.
How to ensure your emails always send invoicesAn important setting to enable, to ensure invoices always send.
Math Operations in Template Smart FieldsThis article will go through different smart fields that can perform mathematical operations in templates.
Formatting Numbers and Dates in TemplatesFormat your data in a human-friendly format.
Show email sending date plus a few daysCreate your smart field to insert a relative date in your communications.
Smart Field to include the customer's statement in the emailIncludes details about the statement directly in the content of your email.
Creating Email Templates with Language-Based ConditionsCreate email templates that adapt to each customer’s language
Configuring Email Recipients & Contact Positions in a workflow
Workflow settingsHow the settings in a workflow work
What are triggers?
Workflow filtersSpecify which customer, invoice, credit note etc will be included in the workflow based off specific criteria.
Payment charge workflowsCreate a workflow to automatically send tasks or create tasks for specific payment events.
ERP action in the WorkflowsNo-code workflows action "ERP record" allows you to update any field, enabling complex logic and keeping systems in sync.
How to Run a Workflow when a Payment is Registered on your ERPSet up automated workflows when payment is recorded in your ERP/accounting platform.
What Happens When an Email in a Workflow Fails to Send?Understand what happens when your Workflow fails to send an email.
View Current Workflow Enrolments for a CustomerUnderstand how to view the current workflows a customer is enrolled in.
View a Customer Previous Workflow EnrolmentsView all previous enrolments a customer was part of.
Targeting Invoice Contacts in Workflow EmailsTarget contacts assigned to invoices who hold specific positions.
View Records in a specific Workflow nodeGet full visibility on what is currently going on in your workflows.
Change the Strike level in a WorkflowAutomatically change the Strike Level of your customers.
Change the Pause Chasing Status in a WorkflowAutomatically change the Pause Chasing Status of your customers.
Remove Customers from Portfolios in a WorkflowAutomatically remove Customers from your Portfolios thanks to Workflows.
Organizing Workflows by CategoryFind out how to categorize your workflows, depending on their purpose.
How to create an auto-reply workflowCreate an email workflow that sends an auto-response to your customer(s)
Action based on words found in Emails ReceivedUse workflow filters to capture certain words from inbound emails to create action items
Workflow sending errorHow to diagnose your workflows to understand why an email did not send correctly
How to pause a specific Workflow RunYou can add an additional pause to a stage of the workflow from the customer hub.
Stop a specific Workflow runDecide what workflow runs specifically must stop (any level: customer, invoice, credit note, etc.)
Remove a Tag in WorkflowsAutomatically remove a Tag in your Workflows.
Add a Tag in WorkflowsAutomatically add a Tag in your Workflows.
How to assign an invoice only contact in your workflows as a recipientEnsuring emails only go to the invoice recipient, not general contact or other recipients.
Handling Missed Invoices in the "Invoice Created" WorkflowMissed invoices? Create a follow-up workflow using issue date filters to target past imports in Kolleno.
Why Did a Workflow Create Duplicate Tasks or Emails?Duplicate tasks/emails? Check if it’s an invoice workflow and switch to a customer workflow.
How to Send Workflow Emails to the Account Owner Using Smart FieldsSend internal emails in workflow to reach the assigned account owner.
Assign Tags to Customers with WorkflowsTag multiple customers with workflows
Assign Tags to Customer Groups with WorkflowsTag customer groups with workflows
Make an API Call with Kolleno WorkflowsSend HTTP requests to an external API endpoint
Account Owner as Email Recipient in WorkflowsSend workflow emails directly to the customer’s account owner by selecting them as a recipient.
Duplicate a WorkflowDuplicate a workflow by clicking the ellipsis, selecting "Duplicate," and choosing a valid trigger.
Ensure the Correct Recipient Name in WorkflowsAvoid multiple "To" recipients. Place secondary contacts in "Cc" to ensure correct name usage in smart fields.
List of Available Workflow TriggersOverview of Kolleno workflow triggers: how they work, when they run, and how they automate actions.
Start Workflow on a Specific Day of the MonthAssign workflows only on a specific calendar or working day of the month.
Target Specific Payments in WorkflowsApply workflow actions only to Payments (ERP) that meet chosen criteria.
Target Specific Invoices and Payments (ERP) in WorkflowsHow to configure workflows that act only when both specific invoice and payment criteria are met.
Customizing Your Workflow ScheduleSet your workflow to run on the schedule that suits you weekly, bi-weekly, monthly, or on a specific week of the month
Run workflows instantly or skip delays when neededUsing “Run now” to trigger workflows manually and “Skip node” in workflows
Split the workflow into two branches based on conditionsLearn how to divide workflows into two paths when customers meet certain criteria.
Workflow not Progressing or Sending Emails at the Scheduled Time
Why did my workflow not run?Learn the common reasons why workflows may not trigger emails, SMS, or actions.
Field Value Types for “Update Record on ERP”Use type prefixes (e.g. boolean:true, integer:10) to send correctly formatted ERP field values.
Using Template Variables in API Request Bodies for WorkflowsUse template variables in Kolleno workflows to send dynamic ERP and customer data in API calls.
Setting Up Contact Follow Up Triggers for WorkflowsHow to target a specific contact and their invoices using Contact Follow Up workflow filters.
Understanding Contact Follow Up Logic in Workflow TriggersContact Follow Up workflows decide which contacts and invoices enter automation.
Managing Change Auto-Charge status
Though WorkflowsInclude or exclude invoices from auto-charge using workflow conditions and automation steps.
Email Bounced and SMS UndeliveredAutomatically trigger workflows when an email bounces or a text message is undelivered.