Who this is for. AP Helpdesk Analysts. Requires the AP Helpdesk function and a connected mailbox. See the Roles and Access. Records span both functions, so ProcureToPay Managers and Agents use this too.
Every vendor, bill, purchase order and payment record links to the mail behind it. The link opens the Mailbox on that record’s thread, so the correspondence and the data sit side by side. It does not reduce the message list.
Figure 1. The Mailbox opened from a vendor record. The message list still shows the whole mailbox.
Open the mailbox from a record
Open the record: a vendor, bill, purchase order or payment.
Select Vendor Emails above the detail.
The Mailbox opens with the record carried in the address as a recordId parameter. Use the thread that opens with it, or the Record Match filter, to stay on that vendor’s correspondence. The message list itself still shows the whole mailbox.
What changes in record scope
Less than you might expect. The folders, labels, filter bar and totals are the same as the whole mailbox. Opening Vendor Emails carries the record in the address and opens the thread for it, rather than reducing the list.
Table 1. Record scope, compared with the whole mailbox
Control |
In record scope |
|---|---|
Record Match filter |
Still on the bar. Use it to hold the list to this vendor. |
Sender Type, From, To, Task Status |
Unchanged. |
Save filter and My filters |
Not offered, the same as the whole mailbox in the By Threads view. Saved views live in By Incoming Messages. |
Folders and labels |
Work as normal. |
Thread and message totals |
Count the whole mailbox, not the record. |
Because the totals and the list are not reduced, do not read an empty result as “this vendor has no mail”. Apply Record Match before drawing that conclusion.
When to use it
A vendor disputes what they were told. The thread is beside the bill it concerns.
A task looks wrong and you want the correspondence that produced it.
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