Who this is for. Super Admins, who can add, change and remove these settings. AP Helpdesk Managers, Specialists and Analysts cannot open AP Intelligence. Requires AP Intelligence to be enabled for your tenant. See the Roles and Access.
Email Archiving is a section on the Settings tab of SmartVendor Settings, alongside AI Pipeline Settings rather than inside it. It controls archiving and hiding of mail in the Helpdesk Mailbox Inbox view.
Figure 1. Email Archiving.
How archiving behaves
Archived mail is hidden rather than gone: it stays viewable in Archive view, returns to Inbox automatically when a reply arrives, and drops out of Inbox search and filter.
Table 1. Archiving behavior
Behavior |
Detail |
|---|---|
Where archived items go |
Viewable from Archive view, and movable back to Inbox. |
Replies reopen a thread |
When archived emails receive replies, archived email threads are unhidden and returned to Inbox view automatically. |
Search and filter |
Archived mail is excluded from Inbox filter and search, but searchable in Archive view. |
Open work is protected |
Emails or email threads with NEW or OPEN tasks cannot be archived. |
Emails archived in Helpdesk Mailbox are not archived in connected mailboxes. The vendor’s mail server, and your own Outlook or Gmail, are untouched.
Three settings
Email Archiving acts as the master switch; the two settings below it exist only while it stays ticked, so settle it first.
Table 2. Settings
Setting |
Does |
|---|---|
Email Archiving |
The master switch, ticked by default. Clear it and the two settings below disappear; saving with it cleared also switches both of them off. |
Auto-Archive |
Archives automatically after a number of days, counted from either event: After [n] Days (on Task DONE or Email READ). The interval defaults to 3 days, and the box is cleared by default. |
Archive support for UNREAD Emails |
Allows archiving when the Ad Hoc Review status is UNREAD. |
Choose an auto-archive interval
The counter starts at whichever comes first: the task being marked done, or the email being read. In an accounts payable team where analysts read mail before working it, that is often the same day, so a three-day interval means mail leaves the Inbox view three days after it was first opened.
Table 3. Interval guidance
Interval |
Suits |
|---|---|
3 days (default) |
A high-volume accounts payable team where a clean Inbox matters more than recent history. |
7–14 days |
Teams who routinely refer back to last week’s correspondence. |
Off |
Small volumes, or where analysts prefer to archive deliberately. |
Nothing is lost either way: archived mail stays searchable in Archive view, and a vendor reply pulls the thread back into the Inbox automatically.