Search and Filter Tools Overview
The Search and Filter tools in the SmartVendor Mailbox help you quickly locate specific AP invoice messages, threads, and documents in a high‑volume environment. Use the Quick Search bar for fast, keyword‑based lookups and Advanced Filters for precise, multi‑field queries across senders, labels, document types, and workflow status.
How to Use Search and Filters
Open the Mailbox tab in SmartVendor.
At the top of the message list, locate the search bar and filter controls.
Use the Quick Search bar to type keywords, email addresses, invoice numbers, or phrases, then press Enter or click the search icon.
For more targeted results, open the filter dropdowns (for example, Record Match, From, To, Subject, Label, Status, Attachments), choose your criteria, and click Apply.
Combine multiple filters (for example,
NeedsHumanAttention+ Unread + last 30 days) for granular results.(If available) Save commonly used filter sets so you can rerun them quickly for recurring AP workflows or audits.
Figure 3. Mailbox Search and Filter Controls
Table 1. SmartVendor Mailbox Filter Fields
| Filter Field | Operator / Options | Description / Example Usage |
|---|---|---|
| Record Match | Select (multi-choice list) | Filter by linked record (e.g., vendor, account). Example: Only messages related to a specific vendor. |
| From | contains | Filter by sender’s email address. Example: Messages sent from a given contact. |
| To | contains | Filter by recipient address. Example: Messages addressed to a shared AP mailbox. |
| Cc | contains | Filter by copied recipients in the Cc field. |
| Subject | contains | Filter for specific keywords in the subject (e.g., “Invoice Submission”). |
| Label | Select (multi‑choice list) | Filter by workflow label. Example: NeedsHumanAttention. Actual values: “NeedsHumanAttention”, “InvoiceAlreadyRecorded”, “Herels-NewVendorInvoice”, “PaymentStatusSent”, “RecordUpdateRequest”, “RequestForPaymentStatus”, “ShortPayInquiry” |
| Body | contains | Search the message body for specific keywords or phrases (e.g., “urgent” or “short pay”). |
| Sender Type | Select (multi‑choice list) | Filter by sender’s classification: Enrolled, External Cohort, Internal, Unenrolled, Unknown, or User. |
| Match Type | Select (multi‑choice list) | Filter by match type: Contact (matched person) or Domain (email domain match). |
| Pre-check | Select (Pass, Fail) | Filter by pre-check automation outcome. Example: Show only messages where pre-check failed. |
| Processing State | Select (Done, In Progress, Stalled) | Filter by task processing state. |
| Document Classification | Select (Invoice, Others) | Filter by detected document type. Example: Only messages with invoices attached. |
| Date | equals, before, after (date picker) | Filter by sent/received date or date range. Example: On or after a specific date. |
| Task Type | Select (None, SmartBot, User) | Filter by message’s task type. Example: Only SmartBot-generated tasks. |
| Attachment Type | Select (Any, CSV, Image, Other, PDF) | Filter by attachment type. Example: Invoices only (PDF). |
| Email Direction | Select (Inbound, Outbound) | Filter by direction of message (inbound or outbound). |
| Read Status | Select (Read, Unread) | Filter by message read status. |
| Task Status | Select (Done, New, Open) | Filter by related task progress. Example: Show only Open tasks. |
| Task Assignment | Select (Assigned, Unassigned) | Filter by presence/absence of a task owner. Example: Messages with Unassigned tasks. |
| Task Assignee | Select (multi-choice list) | Filter by specific task owner. Example: Tasks assigned to “John Doe”. |
| Last Read By | Select (multi-choice list) | Filter by user who last opened the message. Example: Last read by a specific AP analyst. |
These search and filter tools allow AP teams to quickly surface new invoice submissions, exceptions, items that failed automation checks, and tasks that are still open or unassigned—reducing manual effort and improving response times.