This section explains the structure and meaning of each field in the AP Helpdesk Tasks List. The Tasks List is a sortable, filterable table of actionable items generated from AP mailbox processing and SmartBot automation outcomes. Each row represents a task that can be reviewed, assigned, and completed by AP teams. The table below applies to both User Tasks and SmartBot Tasks.
Table 1. Key Task List Fields
Column
Description
Task ID
Unique identifier for the task.
Vendor Name
Name from the matched vendor record (AP flows only).
Email
Sender’s email address for any email that results in a task, regardless of request type or attachments.
Sender Type
Classification of the sender based on contact and domain matching.
Actual Values:
Enrolled: The sender’s email address matches a contact on a vendor record that is enrolled for AP Helpdesk processing.
External Cohort: The sender’s email address is not a stored contact, but the domain matches a vendor’s allow-listed domain.
Internal: The sender’s email address is explicitly authorized as an internal contact or matches a configured internal domain.
Internal Cohort: The sender’s email address is not explicitly listed as an internal contact but matches an approved internal domain.
System: The sender is a system-generated address used for automated or system-originated messages.
Unenrolled: The sender’s email address matches a contact on a vendor record that is not enrolled for AP Helpdesk processing.
Unknown: The sender’s email address does not match any known vendor contact, allow-listed domain, or internal contact/domain.
Subject
Email subject line, when available.
Summary
Short system-generated summary of the email or thread.
Detected Intents
Business intent(s) identified by SmartBot in the email.
Actual Values:
Credit Memo Submission: The sender submitted a credit memo document.
Document Created: A document was created as a result of the email or request.
Invoice Submission: The sender submitted an invoice document.
Request for Payment Status: The sender requested the payment status of one or more invoices.
Request for PO Status: The sender requested the status of a purchase order.
Request for Record Update: The sender requested an update to business records.
Request for Remittance Advice: The sender requested a remittance advice document.
Short Pay Inquiry: The sender inquired about a short payment or partial payment on an invoice.
Result (SmartBot Tasks only)
Outcome of SmartBot processing (SmartBot Tasks only).
Actual Values:
All invoices found: All referenced invoice numbers in the request were matched to records.
Invoice transferred: An invoice attachment was detected and routed to AP Invoices or the configured processing target.
Invoices not found: No invoice records matched the identifiers provided in the request.
Missing payment details: Required payment details were not included or were unavailable in the request.
No invoice found: No matching invoice was found for the provided numbers.
No invoice number mentioned/provided: The request did not include any invoice number, so matching could not be performed.
No PO number: No purchase order number was provided in the request.
No remittance advice found: No remittance advice could be found or sent for the provided details.
Payment status sent: SmartBot sent a payment status reply using available data.
PO status not available: The requested purchase order status could not be found or sent for the provided PO number.
PO status sent: SmartBot sent a purchase order status reply.
Remittance advice sent: SmartBot sent a remittance advice document to the requester.
Some invoices found, some invoices not found: Only a subset of invoice numbers in the request matched actual records.
Added
Date and time the task was created (in Coordinated Universal Time, UTC).
Assignee
User responsible for completion or action.
Assignee Email
Email address of the assigned user, if shown.
Priority
System‑assigned urgency (not user‑editable).
Actual Values:
High: Urgent.
Medium: Standard.
Low: Not urgent.
Status
Current workflow state (New, Open, Done).
Actual Values:
New: The task has been newly created, has never been assigned, and is not completed.
Open: The task is assigned (currently or previously) and is not completed.
Done: The task has been completed and marked as done, either by a user or by SmartBot.
Completed
Date and time the task was completed (in UTC).
Task Type
Type of task (Review, Escalation, Automation).
Actual Values:
Review: User task added as part of Collaborative Mode’s human-in-the-loop workflow, with support for task details edits and reprocessing.
Escalation: User task added when exceptions are observed during autonomous email handling.
Automation: Always read-only; represents a SmartBot processing record.
