Understanding the Running Instances Table

Written by Uday Kumar Updated

Overview

The Running Instances table provides a real-time overview of all active SmartFlow automations for AP Invoices. Each row in the table represents a single running instance.

Table 1. Understanding Running Instances

FieldDescription
ERPThe ERP (Enterprise Resource Planning) system associated with the SmartFlow instance.
MailboxThe email address of the mailbox connected to this instance.
Status

The operational status of the instance. 

  • Always displayed in green and labeled as “Running.”
Replies

Indicates whether automated replies are enabled.

  • Active: Shown in default color.
  • Paused: Turns red and labeled "Paused" when clicked.
Actions

Three buttons are available:

  • Pause/Start: Toggles replies (when paused, button turns green).
  • Stop: Stops the instance and triggers warning.
  • Edit: Opens the configuration for this instance.

Actions Available

Pause/Start: Click to pause or resume automated replies for the instance. When paused, the Replies field turns red and displays “Paused,” and the pause button itself turns green.

Edit: Click to open and update the configuration for the selected instance.

Run Again: Use the Run Again button below the table to create a new instance of the selected SmartFlow.

Stop: Click to stop the running instance. When you click the Stop button, a warning dialog appears to confirm your action.

Warning Message:

You are about to stop the SmartFlow Skill. All your prior configuration of this Skill will be removed, all history of communication and actions done by the bots will be removed, and the automation will stop. If you choose to proceed please press Continue, otherwise please press Cancel.

Dialog Details:

  • A warning icon (orange triangle with an exclamation mark) is displayed.

  • Two action buttons are available:

    • Cancel: Dismisses the dialog without stopping the instance.

    • Continue: Confirms the action and stops the SmartFlow instance, permanently removing all configuration and communication history for that instance.

Important: Use this action with caution. Stopping an instance is permanent and cannot be undone. All prior configuration and history for that SmartFlow instance will be deleted.

Figure 1. SmartFlow Instance