Toolbar Actions in Vendors Tab

Written by Uday Kumar Updated

Overview

The toolbar in the Vendors tab provides quick access to common actions: Search, Enroll/Unenroll, Relaxed Matching Domains, Tag, Filter, Customize Columns, and Export. Use these controls to locate vendors, manage enrollment and matching, organize work, and produce exports for analysis or escalation.

Toolbar Controls

  1. Search Box
    Use the Search box to quickly filter the Vendors list by Vendor Name, Vendor ID, or Entity. The search supports partial text and updates the list in real time. To search other fields, use the column filters.

  2. Enroll/Unenroll Icon
    Use the Enroll/Unenroll icon to enable or disable AP Helpdesk automation for selected vendors. Changes take effect for future emails. Enrollment status is reflected in the Enrolled column.

  3. Relaxed Matching Domains Icon
    Click the Relaxed Matching Domains icon to add or manage allow-listed, company-controlled email domains for vendor matching (private domains only). This feature enables SmartVendor to recognize emails from approved domains, even if the sender is not on the contact list.

  4. Tag Icon
    Use the Tag icon to create, apply, or manage tags for selected vendors. Tags help you organize, filter, and report on vendor groups. Use Manage Tags to edit or delete existing tags.

  5. Filter Records Icon
    Click the Filter Records icon to display column-level filters beneath each header. Filters use AND logic across all active fields. Clear a field or click Clear All Filters to restore the full vendor list.

  6. Edit Columns Icon
    Use the Edit Columns icon to customize which columns are shown or hidden in the Vendors list. Locked columns remain visible. Click Restore Default to revert to the default column view. Changes affect only your profile and session.

  7. Export Vendors Icon
    Click the Export Vendors icon to download a CSV file containing only the rows and columns currently visible (respects filters and column selections).

How to Use Toolbar Controls

Search Vendors

The search box quickly locates vendors by typing a Vendor Name, Vendor ID, or Entity keyword (full or partial). As you type, the list updates in real time to show matching records.

How to Search for Vendors:

  1. Locate the search field at the top of the Vendors tab.

  2. Click into the search field and begin typing a Vendor Name, Vendor ID, or Entity.

  3. The list of vendor records dynamically filters as you type.

  4. To clear the search and return to the full list, delete the text from the search box.

Figure 1. Vendor Search Box

Tip: For broader results, use short, distinctive fragments (for example, typing “Tech” returns vendors with “Tech” in their name or entity).

Note: The search queries only include Vendor Name, Vendor ID, and Entity. To find by Enrolled, Category, Tags, Status, or Relaxed Matching Domains, use the column filters.

Enroll or Unenroll Vendors

Use this action to control a vendor’s participation in AP Helpdesk automation. Enrolled vendors benefit from SmartBot processing for emails from known contacts or allow-listed Relaxed Matching Domains; unenrolled vendors do not.

What happens:

  • Enrolled: Matched emails are processed with SmartBot—creating a Review Task with intent detection, extracted values, draft replies/attachments, labels/notes, and any auto-assignment rules.

  • Unenrolled: Matched emails remain visible and may create a basic Review Task if the sender is known, but SmartBot automation (intent detection and draft generation) is disabled and responses are handled manually.

How to Enroll or Unenroll Vendors:

  1. Select vendors to enroll or unenroll by checking the boxes beside their vendor names in the table. You can select one, several, or use bulk select for all filtered vendors.

  2. Click the Enroll/Unenroll icon in the toolbar.

  3. In the dialog, check or uncheck the box next to the skill name to enroll or unenroll vendors.

  4. Click Apply to confirm your changes. The Enrolled column updates accordingly.

Figure 2. Selecting Vendors to Bulk Enroll or Unenroll

Figure 3. Enroll/Unenroll Dialog

Notes: 

Note 1: Only available skills or automation options appear in the dialog.

Note 2: Bulk actions apply to all selected vendors; use filters and page selection to target the specific set.

Note 3: Enrollment status is reflected in the Enrolled column in the vendor list and in the vendor profile.

Manage Relaxed Matching Domains

Relaxed Matching Domains allow SmartVendor to recognize emails from a private, company-controlled domain as belonging to a vendor—even if the exact sender address is not on the vendor’s contact list.

Key behavior:

  • Allowed: Non-public, company-controlled domains.

  • Blocked: Public/free domains (e.g., gmail.com, outlook.com).

  • Enrollment still applies: The vendor must be enrolled for AP Helpdesk automation for SmartBot processing to occur.

  • Forward-looking: Changes affect future emails only.

How to Add or Manage Relaxed Matching Domains:

  1. Select one or more vendors in the vendor table using the checkboxes.
  2. Click the Relaxed Matching Domains icon (magnifying glass with “@”) in the toolbar.
  3. In the dropdown menu, you have the following options:
    • Add New Domain — Enter the private domain (for example, vendor‑internal.com), then click Add & Apply.
    • Manage Domains — Review, edit, or remove existing domains.

Figure 4. Relaxed Matching Domains Menu

  1. If adding a new domain, enter the non-public email domain (e.g., vendor-internal.com) and click Add & Apply.

Figure 5. Add New Domain Dialog

  1. For managing, use the Domain Management dialog to review the list or adjust domains as needed.

Figure 6. Domain Management Dialog

Figure 7. Add Domain in Domain Management

Notes: 

Note 1: Only non-public, company-controlled email domains are allowed. Public domains (e.g., gmail.com) are not recommended due to privacy and security concerns.

Note 2: Applying a new domain impacts how SmartVendor matches emails for all selected vendors. Review selections before confirming.

Tag Vendors

Use tags to categorize, group, and filter vendors for enhanced management and workflow efficiency.

How to Tag Vendors:

  1. Select Vendors to be tagged using the checkboxes next to their names.
  2. Click the Tag icon in the toolbar (the fourth icon, shaped like a price tag).
  3. In the "Tag as" dialog:
    • Type in the search box to filter and select existing tags.
    • Click Add New Tag to create a new tag if needed.

Figure 8. Tag Dialog with Search and Add Tag Options

  1. To add a new tag, enter your desired tag name in the field provided in the "New Tag" dialog, then click Add & Apply to assign it to the selected vendors.

Figure 9. Add a New Tag Dialog

  1. To manage tags (edit or remove), click "Manage Tags" to open the tag management window. Here you can:
    • Edit a tag name by clicking the pencil icon.
    • Delete a tag by clicking the trash bin icon.
    • Add new tags any time with the Add New Tag button.

Figure 10. Tag Management Dialog

  1. After confirming, the tag(s) will appear in the vendor records and may be used as a filter or reporting field.

Notes: Use consistent, meaningful tag names (e.g., VIP, Quarter‑Close, Audit) so teams can filter and report reliably across lists and exports.

Filter Vendor Records

Filtering allows you to narrow the vendor list based on specific criteria for faster navigation and targeted actions.

How to Filter Vendors:

  1. Click the Filter Records Icon. A row of filter fields appears beneath each column header.
  2. For any column (e.g., Vendor Name, Vendor ID, Enrolled, Entity, Category, Inquiries, Relaxed Matching Domains, Tags):
    1. Choose an operator (such as contains, in, less than, greater than, equals).
    2. Enter or select a value.
  3. The list updates in real time and applies AND logic across all active filters.
  4. Clear any field or click Clear All Filters to return to the full vendor list.

How to sort Vendors:

  1. Click a column header to sort by that column.
  2. Click again to toggle ascending/descending.
  3. Or use the Sort option in the toolbar (if available) to choose a column and order.

Figure 11. Filter Fields Above Vendor Table

Notes: Combine multiple filters for precise targeting (for example, filter by Category = “Services” and Enrolled = “Yes” to show all enrolled services vendors).

Notes: Filters work in real time and can be added or removed as needed. They apply to the data set currently loaded in your view.

Edit Columns

You can personalize the vendor table to display only the columns you need for your workflow. This helps you focus on the most relevant data and streamlines navigation, especially with large datasets.

How to Customize Vendor Table Columns:

  1. Click the Edit Columns icon in the toolbar (three vertical bars).
  2. The Edit Columns panel appears, listing all available vendor columns.
  3. Use checkboxes to show or hide columns:
    • Checked columns appear in your table view.
    • Unchecked columns are hidden.
    • Vendor Name, Vendor ID, and Enrolled are mandatory fields and always visible (displayed with a lock icon).
  4. Use the search box at the top of the panel to quickly find a column by name.
  5. When finished, click Apply to update your table view. To revert to the default column arrangement, click Restore Default.

Figure 12. Edit Columns Panel

Export Vendor Records

You can export vendor records to a CSV file for offline review, sharing, compliance audits, or further analysis. The export reflects your current table view, including active filters and visible columns.

How to Export Vendor Records:

  1. Apply any desired filters or column customizations in the vendor table.

  2. Click the Export Vendors icon in the toolbar.

  3. The system generates and downloads a CSV file containing all vendors currently displayed in your view.

Notes:

Note 1: The export reflects your on-screen filters and column selections; hidden columns and filtered-out rows are excluded.

Note 2: CSV files can be opened in spreadsheet tools (for example, Microsoft Excel, Google Sheets).