Workflows
66 articles
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.
View Records in a specific Workflow nodeGet full visibility on what is currently going on in your workflows.
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.)
Requesting Bulk Updates to Workflow Task TimesBulk changes to the scheduled send times of tasks across all or specific workflows in your account.
Workflows Alerts
Understand the different alerts possible in your workflows.
Unusual number of emails sentUnderstand what to do when you get an alerts about the number of emails sent.
Duplicate emails sent in your WorkflowWhat can you do if you see that duplicate emails were potentially sent in the past 7 days.
Invoice days overdue filter alertUnderstand what to do when using certain invoice filters at the customer level.
Correct assign/remove from Portfolios in WorkflowsBoost the performances of your instance by correctly assigning and removing from portfolios.
Correctly add a Tag in WorkflowsBoost the performances of your instance by correctly adding tags.
Correctly assign a User (account owner) in WorkflowsBoost the performances of your instance by correctly adding tags.
Invoice Created: Missing Days Issued FilterMake your Invoice Created bullet-proof when synchronizing historical invoices.
Task Node Wait for Completion at End of Workflow Has No Effect‘Wait for completion’ has no effect on final task nodes — update or ignore this alert as needed.
Receive Daily Workflow Alerts DigestReceive a daily summary of all workflow alerts and recommended actions.
Email Deliverability alertGet notified when workflow emails fail to send and reccomended actions to resolve issues.
Workflow Filters Overlap AlertKolleno detects overlapping workflow filters and how to resolve related alerts.
How to Enable Workflow AlertsLearn how to receive daily and weekly workflow alerts via email in Kolleno.
Troubleshoot "Accounting Integration Temporarily Unavailable" ErrorWhy workflows show this error and how email template settings affect invoice PDF delivery
Getting started & settings
First steps, settings, duplicating, organising.
What are triggers?
Workflow settingsHow the settings in a workflow work
Duplicate a WorkflowDuplicate a workflow by clicking the ellipsis, selecting "Duplicate," and choosing a valid trigger.
List of Available Workflow TriggersOverview of Kolleno workflow triggers: how they work, when they run, and how they automate actions.
Test Records Against Workflow FiltersVerify why specific records match or don't match your workflow criteria to troubleshoot and optimize filters.
Triggers & filters (targeting)
Workflows — Triggers & filters (targeting)
Workflow filtersSpecify which customer, invoice, credit note etc will be included in the workflow based off specific criteria.
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
Handling Missed Invoices in the "Invoice Created" WorkflowMissed invoices? Create a follow-up workflow using issue date filters to target past imports in Kolleno.
Using Tag Categories in Workflow FiltersHow to use customer, invoice, and credit note tag categories to build scalable and precise workflow conditions.
Email Bounced and SMS UndeliveredAutomatically trigger workflows when an email bounces or a text message is undelivered.
Understanding Contact Follow Up Logic in Workflow TriggersContact Follow Up workflows decide which contacts and invoices enter automation.
Setting Up Contact Follow Up Triggers for WorkflowsHow to target a specific contact and their invoices using Contact Follow Up workflow filters.
Split the workflow into two branches based on conditionsLearn how to divide workflows into two paths when customers meet certain criteria.
Target Specific Invoices and Payments (ERP) in WorkflowsHow to configure workflows that act only when both specific invoice and payment criteria are met.
Target Specific Payments in WorkflowsApply workflow actions only to Payments (ERP) that meet chosen criteria.
Custom Record Value WorkflowsAutomate workflows using custom fields and automate follow-up actions based on specific criteria within those groups.
Scheduling & execution controls
Scheduling & execution controls
Run workflows instantly or skip delays when neededUsing “Run now” to trigger workflows manually and “Skip node” in workflows
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
Start Workflow on a Specific Day of the MonthAssign workflows only on a specific calendar or working day of the month.
Payments & Auto-Charge automation
Payments & Auto-Charge automation
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.
Payment charge workflowsCreate a workflow to automatically send tasks or create tasks for specific payment events.
Managing Change Auto-Charge status
Though WorkflowsInclude or exclude invoices from auto-charge using workflow conditions and automation steps.
Email delivery, recipients & troubleshooting
Email delivery, recipients & troubleshooting
Organizing Workflows by CategoryFind out how to categorize your workflows, depending on their purpose.
Targeting Invoice Contacts in Workflow EmailsTarget contacts assigned to invoices who hold specific positions.
What Happens When an Email in a Workflow Fails to Send?Understand what happens when your Workflow fails to send an email.
Configuring Email Recipients & Contact Positions in a workflow
Workflow sending errorHow to diagnose your workflows to understand why an email did not send correctly
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.
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.
Account Owner as Email Recipient in WorkflowsSend workflow emails directly to the customer’s account owner by selecting them as a recipient.
Ensure the Correct Recipient Name in WorkflowsAvoid multiple "To" recipients. Place secondary contacts in "Cc" to ensure correct name usage in smart fields.
Why did my workflow not run?Learn the common reasons why workflows may not trigger emails, SMS, or actions.
Workflow not Progressing or Sending Emails at the Scheduled Time