Workflows
72 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.
- Push Note to ERP (NetSuite)Automatically create or update a note record in NetSuite as part of a collections workflow using the Push Note to ERP action.
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
- Workflow alert: Invalid filter fieldWorkflow paused: a filter points at a missing field. Contact Kolleno Support to fix the mapping.
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.
- Restricting Workflow Run HoursLimit your workflow to a specific time window each day to control when it runs and reduce unnecessary processing.
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.
- Workflow Trigger: File UploadSet up workflows that trigger automatically when a file is uploaded to a customer's record, using tag-based filters to control which uploads activate the workflow.
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
- Workflows with Multiple Recipient FieldsKolleno deduplicates by email address the same recipient will only receive one email, regardless of how many recipient fields they appear in.
- 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