Search and Filter Tools Overview
The Search and Filter tools in the SmartGL \ AP Accruals Mailbox help you quickly locate specific accrual messages, threads, and vendor responses 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, processing states, and timing.
You can also save frequently used filter combinations for reuse.
How to Use Search and Filters
- Open the Mailbox tab in SmartGL \ AP Accruals.
- At the top of the message list, locate the search bar and filter controls.
- Use the Quick Search bar to type keywords, email addresses, vendor names, 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, Processing State), choose your criteria, and click Apply.
- Combine multiple filters (for example,
NeedsHumanAttention+ Unread) for granular results.
Figure 1. Mailbox Search and Filter Controls
Table 1. SmartGL \ AP Accruals Mailbox Filter Fields
| Filter Field | Operator / Options | Description |
|---|---|---|
| Record Match | Select (multi-choice) | Filter by linked record (for example, vendor). |
| From | contains | Filter by sender's email address. |
| To | contains | Filter by recipient address. |
| Cc | contains | Filter by copied recipients in the Cc field. |
| Subject | contains | Filter for specific keywords in the subject line. |
| Label | Select (multi-choice) | Filter by workflow label (for example, Draft-JournalEntry-Created, EmailBounced, NeedsHumanAttention). |
| Body | contains | Search the message body for specific keywords or phrases. |
| Processing State | Select (In Progress, Done, Stalled) | Filter by email processing state. |
| Date | equals, before, after (date picker) | Filter by sent/received date or date range. |
| Read Status | Select (Read, Unread) | Filter by message read status. |
| Last Read By | Select (multi-choice) | Filter by the user who last opened the message. |
| High Importance | Select | Filter by messages marked as high importance. |
| More + | — | Opens additional filter options. |
Saving and Reusing Filters
Saved filters let you reuse common filter combinations without reapplying them each time.
To save a filter
- Apply the filters you want to save.
- Click Save Filter below the filter row.
- In the Save Filter dialog, enter a descriptive Name.
- Click Save.
To apply a saved filter
- Click My Filters in the upper-right area of the Mailbox.
- Select a saved filter from the dropdown list. The Mailbox updates immediately to show matching messages.
To edit or delete a saved filter
- Click the three-dot menu next to the filter name.
- Choose Edit to rename or update the filter, or Delete to remove it.
Figure 2. My Filters dropdown with saved filters