Task Details Overview
The Task Details view in Collaborative Mode provides a centralized workspace for reviewing, editing, and resolving Review tasks before any automated response is sent. This ensures all AP Helpdesk communications are accurate, compliant, and fully auditable. Only the assigned user can edit task details, and all changes are tracked in Task History for traceability.
When you open a task in Collaborative Mode, you see a detailed panel containing all relevant information about the request, sender, extracted data, and workflow status. This panel enables you to:
Review the sender’s request and SmartBot’s detected intent.
View and update extracted values (such as invoice numbers).
Add or remove reply options (such as payment status CSV or remittance advice PDF).
Edit the detected intent if needed.
Assign the task to yourself or others.
Table 1. Task Details Fields
Field Name | Description |
|---|---|
Summary | System-generated summary of the sender’s request or detected intent. |
Task ID | Unique identifier for the task (e.g., AP-4404). |
Task Type | Nature of the task (e.g., Review, Escalation, Automation). |
Task Priority | Urgency of the task (e.g., High, Medium, Low). |
Task Added | Date and time when the task was created. |
Task Completed | Date and time when the task was marked as Done, or “Pending” if not yet completed. |
Task Assignee | User currently responsible for the task. Use Assign To Me to claim the task. |
Record Name | Associated record name, if available. |
Record ID | System-generated unique ID for the associated record, if available. |
Status | Current workflow state of the task (e.g., New, Open, Done). |
Sender Type | Classification of the sender (e.g., Internal, Enrolled, Unenrolled, External). |
Match Type | How the sender was matched to a record (e.g., Contact List, Domain List). |
Sender Email | Email address of the sender. |
Sender Name | Display name of the sender. |
Detected Intent | Business intent identified by SmartBot (e.g., Request for Payment Status). |
Extracted Values | Key entities extracted from the request (e.g., Invoice IDs, payment amounts). |
Result | Outcome of SmartBot processing for each extracted value (e.g., Status Sent, No Invoices Found). |
Payment Status CSV | Option to include a payment status file in the reply. |
Remittance Advice PDF | Option to include a remittance advice PDF in the reply. |
Linked Tasks | Related tasks with their IDs, types, and statuses. |
Edit to Reprocess | Button to enable editing of extracted values, reply options, and intent. |
Save & Reprocess | Button to save changes and update task logic and SmartBot draft reply. |
Editing Task Details in Collaborative Mode
To maintain data integrity and auditability, editing Task Details in Collaborative Mode is a controlled process. Only the assigned user can make changes to extracted values, reply options, or detected intent.
Steps to Edit Task Details
Assign the Task
You must be the task assignee to edit Task Details.
If the task is unassigned, click Assign To Me or assign the task to yourself or another user.
Click Edit to Reprocess
Once you are the assignee, click the Edit to Reprocess button in the Task Details panel.
Edit Extracted Values, Reply Options, and Intent
Update extracted values (such as invoice numbers or payment amounts) as needed.
Add or remove reply options (e.g., Payment Status CSV, Remittance Advice PDF).
Edit the detected intent if the business context has changed.
Save and Reprocess
After making your changes, click Save & Reprocess to update the task logic and regenerate the SmartBot draft reply if applicable.
Figure 1. Task Details
View Task History
The View Task History feature provides a complete, time-stamped log of all actions performed on the task. This includes:
Task creation and assignment changes
Edits to extracted values, reply options, or intent
Status updates (e.g., marking as Done)
Sending or discarding replies
How to Access:
Click the View Task History button at the top of the Task Details panel to open the audit log.
Purpose:
Task History ensures full traceability and compliance by recording every change and action taken on the task, including the identity of the person performing each action and the date and time of the action.
Figure 2. Task History
Usage Notes:
Only the current assignee can edit Task Details. If you are not the assignee, the Edit to Reprocess option will be disabled.
Reply options and extracted values can be updated as needed before sending or discarding the SmartBot draft reply.