Overview
The Email List View in the SmartVendor AP Helpdesk Mailbox displays all AP Helpdesk–related messages for the currently selected folder, label, or filter set. It provides a concise, tabular view of each email so AP teams can quickly scan, prioritize, and take action on Helpdesk communications at scale.
This view surfaces sender details, subject/preview, status, labels (for example, RequestForPaymentStatus, RequestForRemittanceAdvice, NeedsHumanAttention), attachments, and timing at a glance.
How to Use the Email List View
Open the Mailbox tab in SmartVendor (AP Helpdesk).
Select a folder or label (for example, Inbox, Archived,
NeedsHumanAttention,RequestForPaymentStatus) from the left navigation to define the message set.Review the Email List View in the center pane; each row represents a single Helpdesk message or conversation.
Click any row to open the full Message Details Panel on the right.
Use the checkboxes to select one or more messages for bulk actions (for example, Mark as Read, Move to Archive, Delete Forever).
Figure 1. AP Helpdesk Mailbox Email List View
Table 1. Email List View Fields – AP Helpdesk
| Element / Column | Description |
|---|---|
| Selection Checkbox | Checkbox used to select one or more messages for bulk actions (e.g., Mark as Read, Move to Archive, Delete Forever). |
| Status / Labels | Shows key workflow indicators such as SmartBot processing state and task status (e.g., OPEN, DONE, ENABLED) along with AP Helpdesk labels (e.g., RequestForPaymentStatus, PaymentStatusSent, NeedsHumanAttention, InvoiceSubmission, InvoiceAlreadyRecorded). |
| Sender | Displays the sender’s name or email address (e.g., vendor AP contact, supplier collections team, or internal requester). Quickly distinguish external vendor inquiries from internal questions. |
| Subject & Preview | Shows the email subject and the beginning of the message body to provide quick context without opening the email. |
| Attachments Icon | Indicates that the message includes one or more attachments (such as invoices, remittance advice PDFs, statements, or supporting documents). |
| Date/Time | Shows when the message was received or sent, helping users prioritize by recency. |
| Labels Column | Lists AP Helpdesk workflow labels applied to the message (e.g., NeedsHumanAttention, ShortPayInquiry, RecordUpdateRequest), supporting sorting, filtering, and visual triage. |
Using the Email List View together with Search, Filters, and Labels allows AP Helpdesk teams to focus on new payment‑status or PO‑status requests, remittance inquiries, short‑pay investigations, record‑update requests, and other items that still require action.
Bulk Actions in the Email List View
Bulk actions let you efficiently manage multiple AP Helpdesk messages at once, reducing manual effort for common cleanup and triage operations.
To perform bulk actions:
In the Email List View, select one or more messages using the selection checkboxes.
In the bulk actions toolbar above the list, choose the desired action (for example, Mark as Read, Move to Archive).
Confirm your selection if prompted. The action is applied to all selected messages.
Table 2. Available Bulk Actions – AP Helpdesk
| Action | Description |
|---|---|
| Delete Forever | Permanently deletes the selected messages from the Mailbox. |
| Mark as Read | Marks all selected messages as Read, helping clear unread counts and indicate items that have been reviewed or processed. |
| Mark as Unread | Marks all selected messages as Unread, useful for re‑flagging items that need follow‑up or reassignment. |
| Move to Archive | Moves selected messages to the Archived folder to remove them from active working queues while retaining them for reference and audit. |
Additional bulk actions may be available depending on your organization’s configuration or future SmartVendor AP Helpdesk enhancements.