The Tasks and Utilization section provides teams with detailed insight into task completion, response patterns, and ad hoc reviews. A filter at the top of this section allows you to view metrics for either an entire team or a specific user, making it easy to analyze workload and trends at both levels.
You can use the date range selector to filter data by 1 Day, 7 Days, 30 Days, 365 Days, or a custom range.
Figure 1. Tasks and Utilization panel
Tasks and Utilization includes the following panels:
Table 1. Tasks and Utilization Overview
Panel | Description |
|---|---|
Task Handling | Summary of open, in-progress, and closed tasks per responsible party, including reply types. |
Ad Hoc Email Review | Number of items flagged for escalation or tasks needing manual review, grouped by sender type. |
Tasks by Detected Intents | Table of how many tasks were opened for each detected intent, with workload and timing metrics. |
Task Handling
The Task Handling panel shows a summary of all tasks by completion and response type for the selected period. Each metric is accompanied by a green arrow and percentage, indicating the change compared to the previous period (if available).
Actions available in the panel:
Click any metric (Open, Done, SmartBot Replies Sent, User Replies Sent, No Reply Sent) to open a dialog listing all tasks for the selected metric, filtered by the current date range and filters.
Hover over any metric to view the exact count and percentage change.
Use the export icon to download the chart data in PDF, PNG, SVG, CSV, or XLSX format.
Table 2. Task Handling fields
Field Name | Description |
|---|---|
Open | Count of tasks that remain open. |
Done | Count of tasks marked as complete. |
SmartBot Replies Sent | Number of automated replies sent by SmartBot. |
User Replies Sent | Number of manual replies sent by users. |
No Reply Sent | Tasks that did not receive a reply. |
Figure 2. Task Handling – Example
Task Handling – Details
Clicking any metric opens a dialog titled "Task Handling – [Metric]" with a table listing all tasks that contribute to the selected metric.
Table 3. Task Handling – Details (Dialog)
Column | Description |
|---|---|
Task ID | Unique identifier for the task; clickable to open task details. |
Vendor | Name of the vendor. |
Email address of the sender. | |
Detected Intents | The AP business process or request type associated with the task. |
Sender Type | Classification of the sender (e.g., Enrolled). |
Date | Date and time the associated email was received or created. |
Assignee Name | User currently assigned to the task (N/A if unassigned). |
Priority | Task priority (e.g., Medium). |
Status | Current status of the task (e.g., New, Open, Done). |
Available actions in the dialog:
Export Data: Click the export icon to download the table as a CSV file (up to 10,000 rows per export).
Ad Hoc Email Review
The Ad Hoc Email Review panel displays emails in the AP Helpdesk Mailbox that could not be automatically processed into tasks and therefore require manual review or escalation. These emails are grouped by sender type: External Cohort Sender, Internal Cohort Sender, and Unknown Sender.
An email appears in this section if it contains ambiguous, incomplete, or exceptional content; if the sender cannot be confidently identified; if the message fails automatic validation checks; or if it is manually marked as read or unread by a user. Bulk actions are supported, allowing users to mark multiple emails as reviewed at once.
Actions available in the panel:
Click any count to open a dialog listing all emails flagged for ad hoc/manual review for the selected cohort, date range, and filters.
Use the export icon to download the data as a CSV file.
Table 4. Ad Hoc Email Review fields
Field Name | Description |
|---|---|
External Cohort Sender | Number of escalation cases triggered by emails from external cohort sources requiring manual review. |
Internal Cohort Sender | Number of escalation cases triggered by emails from internal cohort sources requiring manual review. |
Unknown Sender | Number of escalation cases triggered by emails from senders that cannot be classified as internal or external, requiring manual review. |
Figure 3. Ad Hoc Email Review – Panel Example
Ad Hoc Email Review – Details
Clicking any count opens a dialog titled "Emails Reviewed from [Cohort] Senders" with a table listing all emails flagged for ad hoc/manual review that match the selected cohort, date range, and filters.
Table 5. Ad Hoc Email Review – Details (Dialog)
Column | Description |
|---|---|
Sender Name | Display name of the sender. |
Sender Address | Sender’s email address. |
Message | Email subject with a short preview of the message content. |
Received Date | Date and time when the email was received. |
Vendor Name | Name of the associated vendor. |
Task ID | Identifier for the related task; clickable to open task details. |
Status | Current status of the email/task (e.g., New, Open). |
Available actions in the dialog:
Go to Email: Click the envelope icon in any row to open the specific email in the mailbox view.
Go to Task Details: If a Task ID is present, click the Task ID to view task details.
Export Data: Click the export icon to download the table as a CSV file (up to 10,000 rows per export).
Tasks by Detected Intents
The Tasks by Detected Intents panel provides a table listing all detected AP business intents (workflows) associated with current tasks (e.g., Invoice Submission, Request for Payment Status). Each row includes workload statistics and timing metrics for each intent type.
Actions available in the panel:
Use the export icon above the table to download the data as a CSV file.
Table 6. Tasks by Detected Intents fields
Field Name | Description |
|---|---|
Detected Intents | The AP business process or request type associated with the task. |
Count | Number of tasks for each intent type. |
Percentage | Percent of total tasks for each intent type. |
Max Age | Age of the oldest task for this intent. |
Average Age | Mean time tasks of this type have been open. |
Max Resolution | Duration of the longest open-to-close for this intent. |
Average Resolution | Mean time to resolve tasks of this intent. |
Figure 4. Tasks By Detected Intents – Example
Tasks by Detected Intents – Details
Clicking a row opens a dialog titled "Tasks by Detected Intents – [Intent Name]" with a table listing all tasks associated with the selected intent.
Table 7. Tasks by Detected Intents – Details (Dialog)
Column | Description |
|---|---|
Task ID | Unique identifier for the task; clickable to open task details. |
Vendor | Name of the vendor. |
Email address of the sender. | |
Detected Intents | Intent detected from the communication (e.g., Invoice Submission). |
Sender Type | Classification of the sender (e.g., Enrolled). |
Date | Date and time the associated email or task was received or created. |
Assignee Name | User currently assigned to the task (N/A if unassigned). |
Priority | Task priority (e.g., Medium). |
Status | Current status of the task (e.g., NEW). |
Available actions in the dialog:
Go to Task Details: Click the Task ID in any row to view detailed information about that task.
Export Data: Click the export icon in the top-right corner of the dialog to download the displayed table data as CSV (up to 10,000 rows per export).
Tip:
Each panel provides direct access to actionable data for AP task management, compliance, and process optimization.