Settings (Turn on AP Helpdesk)

Written by Uday Kumar Updated

In the Settings step, you select which SmartVendor features to enable for your AP Helpdesk instance.
(See Figure 1.)

Figure 1. Settings Step – AP Helpdesk 

Before configuring, review what each feature does and why you might enable it.

Configuration

Select at least one to continue.

Turn on AP Helpdesk
Select this checkbox to activate AP Helpdesk automation for supplier inquiries, payment status requests, and related AP processes. This is the core feature for automating your AP Helpdesk workflows, reducing manual work, and ensuring timely responses to vendors. For example, if your AP team receives a high volume of supplier emails, selecting this option will allow SmartVendor to handle those communications automatically.

Auto-Enroll New Vendor Records
Select this checkbox if you want new vendor records from your ERP’s System of Record (SoR) sync to be automatically enrolled in AP Helpdesk for AI Agent processing. This is useful for organizations that frequently onboard new vendors and want to ensure every new vendor is included in automation without manual steps. For instance, if your company adds new suppliers every month, this setting ensures they are all covered by AI Agent from day one.

Figure 2. Turn on AP Helpdesk

Category

Auditoria can respond to vendors differently based on certain criteria. Please choose the categories you want to enroll.

Select All
Select this checkbox to include all vendor categories in AP Helpdesk automation. This is helpful if you want SmartVendor to process every type of vendor without exception.

Standard Vendor, Automobiles, Information_Technology, Intercompany, Merchandise, Office_Supplies, Professional_Services, Property_Managers, Services, Utilities
Select the checkboxes for the vendor categories you want to include in AP Helpdesk automation. This allows you to tailor automation to specific vendor groups. For example, you might only want to automate responses for Office Supplies and Services vendors, while handling others manually.

Figure 3. Category

Internal Contacts

Input email address and hit ENTER, TAB, or COMMA to submit.

Enter the email addresses of team members who should receive notifications or manage AP Helpdesk tasks. This ensures the right people are notified and can take action on AP Helpdesk items. For example, you might add your AP manager and key team members so they are always in the loop.

Figure 4. Internal Contacts

Collaborative Mode

Collaborative Mode is a unique Helpdesk user experience for teams desiring greater AI Agent processing oversight, with flexibility to review, edit, approve AI Agent processing outcomes and subsequent AI Agent replies.

Select this checkbox if your team needs to review or approve AI Agent actions before replies are sent. This is recommended for organizations with compliance requirements or multi-person AP teams. For example, if your company requires a manager to approve all outgoing vendor communications, Collaborative Mode will support that workflow.

Relaxed Pre-Check
Select this checkbox to allow emails received by the connected mailbox, where the email TO is not the mailbox address (including Cc, Bcc, Alias, and Redirect), to be processed as if the mailbox address was the email TO. This is valuable if your AP mailbox often receives forwarded or aliased emails, ensuring nothing is missed.

Internal Contact Relaxed Matching
Select this checkbox to allow FROM email address domains to be checked against allow-listed domains to determine if a sender qualifies as an internal contact. This is useful for organizations with multiple internal domains or subsidiaries, so all internal requests are recognized.

Tasks for Internal Cohort Senders
Select this checkbox to add tasks for emails from internal cohort senders (domains matching configured internal contacts). This helps track and manage requests from your own employees or departments.

Tasks for External Cohort Senders
Select this checkbox to add tasks for emails from external cohort senders (domains matching record contacts). This is helpful for tracking requests from trusted external partners, such as preferred vendors.

Autonomous Invoice Submission File Transfer
Select this checkbox to transfer invoice submission email attachments (not flagged as duplicates) before and without dependency on review by way of added tasks. This is best for high-volume, low-risk invoice processing, where speed is more important than manual review.

Autonomous Credit Memo Submission File Transfer
Select this checkbox to transfer credit memo submission email attachments (not flagged as duplicates) before and without dependency on review by way of added tasks. This is ideal for organizations that process many credit memos and want to minimize manual intervention.

Figure 5. Collaborative Mode

Suppress adding labels to Connected Mailbox

Select this checkbox to prevent AP Helpdesk from adding any labels to Connected Mailbox emails. This keeps your mailbox uncluttered if you don't need to view the processing status in your email client. For example, if your team tracks status only in SmartVendor, you should select this option.

Enable support for sender type [SYSTEM]

Select this checkbox to specify trusted platforms and applications as system senders for automated message handling. This is important if you have automated systems (such as ERP or workflow tools) sending AP-related emails that should be recognized and processed as system messages.

Assignee Hold for Threaded Message Tasks

Select this checkbox to assign all subsequent tasks for threaded email messages to the assignee of an existing task on the thread. This ensures consistency and accountability for ongoing conversations. For example, if one team member starts handling a vendor’s request, all follow-up tasks will go to them.

Hold Assignee of Initial Task
Select this checkbox to route all subsequent tasks to the assignee of the email thread’s first task. This is useful for strict ownership continuity from start to finish.

Hold Assignee of Oldest OPEN Task
Select this checkbox to route all subsequent tasks to the assignee of the longest-outstanding open task. This helps prioritize progress on current issues.

Task Suppression for Threaded Messages

Select this checkbox to conditionally bypass creating tasks for new messages of threads with outstanding tasks. This helps avoid duplicate or conflicting tasks for ongoing threads.

Automatic Task Suppression
Select this checkbox to automatically suppress tasks until all tasks on a thread are completed. This is helpful for teams that want to minimize clutter and confusion.

Manual Task Suppression
Select this checkbox to allow users to manually suppress or lift task creation for threads. This gives your team more control over when new tasks are created.

Email Archiving

Select this checkbox to archive emails and threads, hiding them from the Helpdesk Mailbox Inbox view. Archived items can be viewed from Archive view and moved back to Inbox if needed. Replies to archived emails automatically return the thread to Inbox view. This is useful for keeping your mailbox organized, meeting compliance requirements, or reducing clutter.

Auto-Archive After Days (on Task DONE or Email READ)
In the Email Archiving section, you can set the number of days after which emails are automatically archived once a task is marked as DONE or the email is READ. Enter the desired number of days in the text box (the default value is 3 days, but you can adjust this to fit your organization’s needs). For example, if you set this to 7, emails will be archived one week after completion or being read.

Archive support for UNREAD Emails
Select this checkbox to allow archiving of unread emails and threads when their Ad Hoc Review status is UNREAD. This is helpful for strict mailbox hygiene and compliance.

Figure 6. Email Archiving

At the bottom of the Settings screen, you will see navigation buttons:

  • Previous: Click to return to the previous step if you need to review or change earlier settings.

  • Continue: Click to proceed to the next step after you have finished configuring your settings.

Tip:
Review each option as you configure your screen. Select only those checkboxes that fit your organization’s workflow and compliance needs. If you are unsure, consult your AP administrator or refer to your company’s best practices.