Configuration Defaults

Written by Uday Kumar Updated September 17, 2026 05:09

Who this is for. Everyone. See the Roles and Access.

Every AP Helpdesk setting in one table, with the value a newly created agent starts with. The functions, autonomy and reference sections also cover AP Invoices.

Use it to check a setting without walking the wizard, or to see how far a live agent has drifted from the shipped defaults when its behavior no longer matches what you expect.

Work scope

Each field enforces a character limit or draws its values from what the tenant has connected.

Field	Limit or values
Agent Name	Required. 3 to 75 characters, unique in the tenant
Agent Description	Optional. Up to 300 characters
SOR	Any connected system of record
Mailbox	Any connected mailbox not already bound to a running instance

Autonomy

Autonomy is set per function, and the two functions use entirely different option sets.

Function	Options
AP Helpdesk	Governed Autonomy (recommended), Collaborative Mode
AP Invoices	Manual review, Scoped autonomy, Full autonomy

Selected AP Helpdesk defaults

These are the defaults on a newly created agent, the baseline to compare an existing agent’s settings against.

Setting	Default
Task SLA: At-Risk	36 Hours
Task SLA: Overdue	48 Hours
Task SLA: Exclude weekends	On
Task SLA: Timezone	Browser timezone
Date Format	MM/DD/YYYY, DD/MM/YYYY, or DD-MMM-YYYY
Processing Rules	None; Load Starter Rules populates a working set
System Senders	0 configured

Reference values

Counts worth keeping in your head when checking a tenant’s configuration against what the platform ships.

Set	Count
Standard email categories	21
Email category types	4: acknowledgement, inquiry, request, update
Sender types	4: External, Internal, System, Unknown
Task priorities	3: High, Medium, Low
Agent reply attachments	3: History CSV, Payment Status CSV, Remittance Advice PDF

For managers

Three controls, stacked

Each control answers one question, and each question sits inside the answer to the one above it.

Control	Question it answers
Enrollment	Which vendors may the agent act on at all? Bounds every autonomy level.
Autonomy level	How much may it complete without a person?
Rules	Case by case, what actually clears that level?

Sender types and what each may receive

Each type pairs the configuration that matches a sender with the record access the match grants.

Type	Matched through	Access granted
External	Your vendor directory	Records tied to the matched vendor only
Internal	Internal Contacts configuration	The broadest: vendor records and internal AP data
System	Configured addresses, domains, or wildcard subdomains	Trusted automated sources
Unknown	Nothing	Nothing. Supplier record details are never surfaced

Configuration order

Follow the arrows. Each function’s capability sections are worked left to right.

Function	Order
AP Invoices	Autonomy level → Document intake → Field extraction → Business rules → Write to SOR
AP Helpdesk	Autonomy Level → Contact Management → Email Categories → Vendor Categories → Processing & Automation → Processing Rules → Assignee Hold → Email Archiving → Task SLA

Four processing stages

The stage where an email failed points at the cause. The right column translates each failure into what it usually signals.

Stage	An error here means
Triage	The sender matched nothing. A contact or enrollment gap.
Email Category Detection	No category matched. Processing continued anyway.
SOR	A reference could not be resolved. The most common cause.
Draft Response	Nothing to say within the sender’s authorization scope.

Categories that complete end to end

Invoice Submission, Credit Memo Submission, Payment Status Inquiry, Remittance Advice Request, PO Status Inquiry.

Everything else is still handled under a broader category. Classification informs the agent’s reasoning; it does not gate what gets attempted.

What is fixed after creation

Only one decision is permanent, and it is the one to get right before creating the agent.

Setting	Changeable
System of record	No. The agent must be recreated.
Everything else	Yes

What depends on synchronization rather than settings

When one of these settings misbehaves, check the connection sync or the integration user’s permissions it relies on before touching the configuration. The connection sync runs every four hours by default. Purchase Orders and Supplier Contracts can be enrolled in the hourly refresh on the connection, in Administration under System Settings; vendor master cannot.

Setting	Depends on
Write to SOR	Integration user write permissions
PO override, and the purchase order checks in the write checklist	Purchase orders synchronizing
Supplier Contract override, and the contract checks in the write checklist	Supplier contracts synchronizing
Payment Terms set to Use Default Vendor Setting from SoR	Vendor master synchronizing
Sender matching	Vendor contacts on vendor records

Access and what is fixed

Who can reach what

A rail entry appears only where the role carries the permission for it. When someone cannot see a rail entry, match it to the permission their role must carry.

Rail entry	When it appears
Homepage	Always shown.
Agent Co-workers	All AP roles except Analysts and Specialists, who have no rail entry.
SmartVendor	All AP roles.
AP Helpdesk	Agents running the AP Helpdesk function.
AP Invoices	Agents running the AP Invoices function, for the ProcureToPay roles.
SmartResearch	Only with the SmartResearch Analyst role.
System Settings	View only for the AP roles.
User Management	Super Admin only.
Team Management	Super Admin only.
Tenant Management	Super Admin only.
Audit Logs	Managers can view. Not shown to Analysts.

Several entries are additionally gated by whether the feature is enabled for your tenant, so holding the permission does not always mean the entry appears.

What cannot be changed later

An Agent Co-worker’s system of record, fixed at creation.
What the integration user is permitted to do in the connected system.