Toolbar Actions in Vendors Tab

Overview

The toolbar in the Vendors tab provides actions for searching, enrolling or unenrolling vendors, managing matching domains, tagging, enabling summary lines, filtering, customizing columns, and exporting vendor records. Each action supports efficient data access and workflow management.

1. Search Vendors

The search box efficiently locates vendors by name, keywords, or other identifying information. As you type, the table updates in real time to display matching vendors.

How to Search for Vendors:

1. Locate the search field at the top of the Vendors tab.
2. Click into the search box and begin typing a vendor name, ID, or any relevant keyword.
3. The list of vendor records will dynamically filter to display only those that match your entry.
4. To clear the search and return to the full vendor list, delete the text from the search field.

Figure 1. Vendor Search Box

Tip: For broader results, use partial names or terms (e.g., typing "Tech" will match all vendors with "Tech" in their name).

Note: The search applies across all visible and filterable columns, depending on your current view settings.

2. Enroll or Unenroll Vendors in SmartFlow Skills

The Enroll/Unenroll tool controls a vendor’s participation in SmartFlow Skills (for example, AP Invoices).

When a vendor is enrolled, SmartBot automation is applied to emails from known contacts or allow‑listed Relaxed Matching Domains. SmartBot can:

• Create Review Tasks

• Detect intents (such as payment status, remittance advice, record updates, short pay)

• Extract key values

• Generate draft replies and attachments

• Apply labels and notes

• Route work using task‑distribution rules

When a vendor is unenrolled, this automation is disabled: emails are still visible (and may create a basic task), but no intent detection or draft generation occurs, and responses are handled manually.

How to Enroll or Unenroll Vendors:

1. Select the vendors to enroll/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 Skill icon in the toolbar (the second icon from the left with interconnected lines).
3. In the "Select Skill to Enroll or Unenroll" dialog, you will see a list of available automation skills:
   • To enroll vendors, check the box next to the skill name.
   • To unenroll vendors, uncheck the box.
   • You can make changes for multiple selected vendors at once.
4. Click Apply to confirm your changes:
   • If you enrolled vendors, their status updates from Unenrolled to Enrolled.
   • If you unenrolled vendors, their status updates from Enrolled to Unenrolled.

Figure 2. Selecting Vendors to Bulk Enroll or Unenroll

Figure 3. Enroll/Unenroll Skill Dialog – Automation Option

Note:

• Only available skills are shown in the dialog.
• Bulk actions affect all selected vendors.
• Use the page selection and filters to efficiently target the correct set of vendors.

3. Manage Relaxed Matching Domains

Relaxed Matching Domains let SmartVendor treat any email from an allow‑listed, company‑controlled domain as if the sender were already on the vendor’s contact list. This improves vendor identification when many valid contacts use the same corporate domain.

When you add a domain (for example, acme.com) to a vendor:

• Emails from any address at that domain are automatically matched to that vendor and treated as known senders.

• SmartBot automation can then:

  • Create Review Tasks

  • Detect intent (such as payment status, remittance advice, record updates, short pay)

  • Extract key values

  • Generate draft replies or attachments

  • Apply labels/notes

  • Route work using task‑distribution rules

Only private, company‑controlled domains are allowed. Public/free domains (for example, gmail.com, outlook.com) are blocked for privacy and security reasons.

You can configure domains in Vendors > Relaxed Matching Domains, and the assigned domains appear in the Vendors list for filtering and search. To avoid ambiguity, do not assign the same domain to multiple vendors.

Important:

• The vendor must still be enrolled for automation for SmartBot processing to occur.

• Changes apply only to future emails; existing messages are not reprocessed.

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: Click to add a new allowed domain.
   • Manage Domains: Review, search, or delete existing domains.

Figure 4. Relaxed Matching Domains Menu

4. 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

5. 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

Important Notes:

• Only non-public, company-controlled email domains are allowed. Public domains (e.g., gmail.com) are not accepted for privacy and security.
• Applying a new domain impacts how SmartVendor matches emails for all selected vendors. Review selections before confirming.

4. Tag Vendors

Tags help categorize, group, and filter vendors for improved management and workflows. Apply one or more tags to your selected vendors and manage tags as your needs change.

How to Tag Vendors:

1. Select the 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

4. 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

5. If you need 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

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

Tip: Tags make it easier to categorize vendors for audits, special projects, risk monitoring, and compliance tracking. Use meaningful, standardized terms for best results.

5. Enable or Disable Vendor Summary Line

The summary line displays or hides a summarized invoice total for each selected vendor directly in the list, providing a quick financial overview.

How to turn the vendor summary line on or off:

1. Select one or more vendors in the vendor table using the checkboxes next to each vendor name.
2. Click the Summary Line icon in the toolbar (the fifth icon, shaped like a Greek sigma Σ).
3. In the summary line dialog, select one of the following options:
   • Turn on Summary Line to display summarized invoice data for the selected vendor(s).
   • Turn off Summary Line to hide the summary information.
4. Click Apply to confirm your choice. The vendor table will update to reflect your changes.  

Figure 11. Vendor Summary Line Dialog

Note:

• The dialog will indicate how many selected vendors already have the summary line turned on.
• Changes apply only to the vendors you have selected.

Tip: Use the summary line to quickly assess invoice totals in your vendor view without exporting or running additional reports.

6. 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. Use the row of filter fields directly above the vendor list.
2. For each column (e.g., Vendor Name, Vendor ID, Enrolled, Entity, Category, Relaxed Matching Domains, Tags):
   • Click the drop-down arrow to choose a filtering operator (such as contains, in, or not in).
   • Enter or select a value to use as a filter.
3. As you input filter criteria, the table updates to only the records matching your filters.
4. Clear any filter field or reset to view the full vendor list.

Figure 12. Filter Fields Above Vendor Table

Table 1. Common Vendor Table Filter Fields

Tip: You can combine multiple filters for more precise targeting. For example, filter by Category = “Services” and Enrolled = “Yes” to show all enrolled services vendors.

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

7. Customize Table 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 and always visible (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 13. Edit Columns Panel

Note: Column visibility is saved to your profile and affects only you (not other users), regardless of role; it also persists across sessions.

Tip: Customize columns based on your current task (e.g., show Tags and Status for audits, or Email and Contacts for communication workflows).

8. 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. You can export the vendor records as they appear in the default view, or apply any desired filters or column customizations in the vendor table before exporting.
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.

Note:

• Only the data currently shown in the table (with all applied filters and column customizations, if any) will be included in the export.
• Exported files can be opened in spreadsheet applications (such as Microsoft Excel).

Tip: Use filters and columns to target and export just the records you need, or export the entire list as shown in your view.