Folder and Labels

Written by Uday Kumar Updated February 03, 2026 11:21

Folder and Labels Overview

The Folders and Labels section in the SmartVendor AP Helpdesk Mailbox is the primary way to organize and locate AP Helpdesk–related messages. System folders group messages by lifecycle (Inbox, Sent, Drafts, Archived), while AP Helpdesk–specific labels highlight workflow context such as payment‑status inquiries, remittance requests, invoice submission issues, sender enrollment problems, and items that need manual review.

How to Use Folders and Labels

Open the Mailbox tab in SmartVendor AP Helpdesk.
In the left navigation pane, review the list of folders and labels.
Click a folder (for example, Inbox or Archived) to show only messages in that folder.
Click a label (for example, NeedsHumanAttention or RequestForPaymentStatus) to filter the list to messages tagged with that label.
The message list updates immediately to reflect the selected folder or label.

Figure 1. AP Helpdesk Mailbox Folder and Label Navigation

Table 1. SmartVendor AP Helpdesk Mailbox Folders and Custom Labels

Name	Type	Description
Inbox	Folder	Stores incoming and active AP Helpdesk messages that have not been archived.
Sent	Folder	Contains messages sent from the SmartVendor AP Helpdesk Mailbox (for example, replies or new outbound messages to vendors or internal stakeholders).
Drafts	Folder	Holds messages that have been composed but not yet sent.
Archived	Folder	Stores completed or inactive messages moved out of active queues to keep the Inbox focused on current work.
`NeedsHumanAttention`	Label	Flags messages that require manual AP review or follow‑up (for example, unclear requests, exceptions, or automation failures).
`RequestForPaymentStatus`	Label	Applied when the sender is asking for payment status on one or more invoices.
`GeneralStatusSent`	Label	Indicates that a general status response (not tied to specific invoices) has already been sent.
`PaymentStatusSent`	Label	Indicates that a payment‑status reply for specific invoices has already been sent to the sender.
`NoInvoicesFound`	Label	Used when the system cannot find any invoices matching the sender’s request or provided details.
`SomeInvoicesFound`	Label	Indicates that the system found some, but not all, requested invoices, often requiring partial manual follow‑up.
`SomeStatusesSent`	Label	Shows that status was sent for some invoices, but there may be others that still need attention.
`ContactError`	Label	Flags issues with the contact or email address (for example, invalid address or mapping issues).
`DomainMatch`	Label	Indicates that the sender’s email domain matches a known vendor or entity, helping validate the source.
`Aging`	Label	Used when the conversation relates to aging or overdue invoices, often tied to AR aging discussions.
`PaymentStatusNotSent`	Label	Indicates that payment status has not yet been sent, suggesting follow‑up is required.
`SomeStatusesNotSent`	Label	Shows that some requested statuses remain unsent, even though others may have already been provided.
`GeneralStatusNotSent`	Label	Indicates that a general status response has not yet been sent for the request.
`ReplyDisabled`	Label	Marks conversations where automatic or direct reply is disabled (for example, system‑only or no‑reply addresses).
`RequestForRemittanceAdvice`	Label	Applied when the sender is requesting remittance advice or detailed payment application information.
`RemittanceAdviceSent`	Label	Indicates that remittance advice has already been sent in response to the inquiry.
`NoPaymentInfo`	Label	Used when no payment information is available to answer a remittance or payment query.
`ShortPayInquiry`	Label	Flags messages where the sender is questioning a short payment (paid less than invoiced).
`RecordUpdateRequest`	Label	Indicates the sender is requesting a record update (for example, bank details, address, or contact changes).
`InvoiceSubmission`	Label	Applied when the message is identified as an invoice submission to AP Helpdesk (for routing/triage rather than standard AP-Invoices ingestion).
`InvoiceForwarded`	Label	Marks messages where invoices have been forwarded internally or between mailboxes.
`InvoiceTransferred`	Label	Indicates that an invoice or related documents have been successfully transferred to the appropriate system or queue.
`InvoiceTransferError`	Label	Flags a failure during invoice transfer (for example, error sending to an ERP, DMS, or AP Invoices queue).
`LargeInvoiceTransfer`	Label	Used when a large invoice file was transferred, which may have performance or processing considerations.
`InvoiceAttachmentsMissing`	Label	Applied when an email mentions an invoice but has no usable attachments or the attachments cannot be read.
`NoInvoicesDetected`	Label	Used when the system cannot detect any invoice content or references in the message.
`InvoiceAlreadyRecorded`	Label	Indicates that the referenced invoice has already been recorded in the AP system, helping prevent duplicate handling.
`MultiRecordPDF`	Label	Marks PDFs containing multiple records or invoices that may need more complex or manual handling.
`UnenrolledSender`	Label	Indicates that the sender is not enrolled in the relevant SmartVendor / AP Helpdesk automation program.
`UnknownSender`	Label	Used when the system cannot associate the sender with a known vendor, customer, or internal cohort.
`InternalSender`	Label	Flags messages coming from internal users within your organization (for example, internal AP or business users).
`ExternalCohortSender`	Label	Indicates the sender belongs to a known external cohort (for example, a curated vendor/contact group).
`InternalCohortSender`	Label	Indicates the sender belongs to a known internal cohort (internal distribution lists or teams).
`RequestForPOStatus`	Label	Applied when the sender is requesting purchase order (PO) status information.
`POStatusSent`	Label	Indicates that a PO status response has been sent for the request.
`POStatusFound`	Label	Used when the system successfully found matching PO details related to the inquiry.
`POStatusAllUnavailable`	Label	Indicates that no requested PO status information is available for any of the referenced POs.
`POStatusSomeAvailable`	Label	Used when some PO status information is available, but not for all referenced POs.
`NoPORequested`	Label	Marks messages where no PO information was actually requested, even if POs are mentioned.

These folders and labels can also be used as filter criteria in the Mailbox search and filter tools, allowing AP Helpdesk teams to quickly isolate payment‑status requests, remittance inquiries, invoice submission issues, PO status questions, and items that require human intervention.