System Senders

Who this is for. Super Admins configuring an Agent Co-worker. See the Roles and Access.

System Senders are the trusted automated sources whose mail is classified as sender type SYSTEM. The product describes the list as covering “email addresses, domains, and subdomains for trusted platforms and applications from which system-generated messages are expected”.

This feature has a second surface. The same settings are reached from SmartVendor Settings, under AP Intelligence. See System Sender Management.

The panel sits inside the Contact Management capability group, reached from Manage System Senders.

Open the Manage System Senders panel

1. On the Define capabilities step, select the AP Helpdesk tab.

2. In the left navigation, select Contact Management.

3. Next to System Sender, select Manage System Senders. The panel opens and shows the configured sender count.

Figure 1. The Manage System Senders drawer.

Three ways to populate the list

Table 1. Adding System Senders

When no unknown senders have been seen the promotion table reads “No unknown sender emails found”.

The promotion table is the useful one in practice, because it is populated from traffic the agent has actually received.

Choose the right entry type

You do not declare the type. It is derived from the value.

Table 2. System Sender value types and the scope each grants

The narrowest entry that works grants the least: an email address for a single known no-reply sender; a domain when every address on it belongs to the platform; a wildcard subdomain only when a platform sends from varying subdomains that cannot be enumerated.

A System Sender is a platform, not a person

In AP Helpdesk a System Sender address can be linked to one or more vendor records, so automated mail from a billing platform can be associated with the right supplier rather than sitting unattached.

A System Sender is a platform, not a person. Colleagues belong in the Internal Contacts configuration, and vendor staff belong in the vendor directory.

Add System Senders manually

Manual entry adds System Senders one at a time, for small changes such as trusting a single new billing platform. It adds to the existing list rather than replacing it, which makes it safer than a CSV upload for incremental changes.

Add senders manually

1. Next to System Sender, select Manage System Senders.

2. Under Add senders manually, enter emails, domains, or subdomains. Press Enter, Tab, or comma after each value.

3. Select + Add.

Figure 2. Add senders manually, in the Manage System Senders drawer.

Enter more than one value

Several values can be entered before selecting + Add. Pressing Enter, Tab, or comma commits each one, and they are added together, the practical middle ground between a single addition and a full CSV replacement.

Accepted value types

The entry type is derived from the value, not declared.

Manual entry accepts the same three value types, derived by the same rules. See System Sender value types and the scope each grants above.

An email address grants the least; a wildcard subdomain grants the most.

Why manual entry is the safer option

A CSV upload replaces the entire configuration, so an outdated file silently drops entries. Manual entry only ever adds.

Values are automatically trimmed of whitespace and the entry type is auto-detected, so it is not declared.

The Configured System Senders view confirms how each value was interpreted. A domain that reads as Email, or a wildcard that reads as Domain, indicates a typo. See Configured System Senders above.

Where the platform has already written to your mailbox, promoting it from the Unknown Sender list is quicker than typing the address.

Bulk-manage System Senders using CSV

System Senders can be managed as a file rather than one address at a time. The Bulk configuration controls sit at the top of the Manage System Senders panel, inside the Contact Management capability group. The setup wizard opens only for Super Admins, so both the CSV controls and manual entry are available to Super Admins alone.

Three controls

One control exports the current list, one takes an edited file back in, and one explains the format that file must follow.

Work with the file

1. Select Download list to get the current configuration.
2. Edit that file rather than composing one from scratch. It already has the right columns.
3. Select Upload list to apply it.

The list accepts email addresses, domains, and subdomains, the same values the manual field takes. A Configured senders count above the list confirms the result.

Bulk upload is the practical route when onboarding a platform that sends from many subdomains, or when copying a proven System Sender list from one tenant to another.

Bulk management workflow

1. Next to System Sender, select Manage System Senders.

2. Under Bulk configuration, select Download list to get the current configuration, or an empty template for first-time setup.

3. Edit the CSV: add new entries in new rows, or delete existing rows to remove entries.

4. Select Upload list and select your saved CSV to replace the entire configuration.

Figure 3. Bulk configuration: Download list, Upload list, and the CSV instructions.

CSV configuration format

The file uses a single column with the header SystemSenderValue, followed by one value per row. Values can be email addresses, domains, or wildcard subdomains.

Expand CSV file usage instruction in the panel to see the required structure and the auto-detection rules.

Auto-detection rules

You do not declare the entry type. The panel derives it from the value.

Values in the file are interpreted by the same rules as manual entry. See System Sender value types and the scope each grants above.

Values are automatically trimmed of whitespace, so a stray leading space will not create a malformed entry.

Upload replaces everything

Each CSV upload replaces the entire configuration. A value omitted from the uploaded file is removed from the list. A file edited from an older copy silently drops entries added since that copy was taken.

Work safely

• The download is the baseline. Editing a file from last week reverts anything added in between.

• The downloaded file is a rollback. The previous configuration is also retained as a selectable version, but the file is quicker.

• The count confirms the result. The panel shows the configured sender count, the date and time, and who made the change. A count lower than expected means rows were dropped.

• Manual entry appends. For one or two additions it carries none of this risk.

Promote Unknown Senders to System Senders

Addresses the agent could not classify are collected so they can be promoted to System Senders. The Unknown Sender Email Addresses table sits at the foot of the Manage System Senders panel.

The panel describes it as: “Email addresses from Unknown Sender emails not yet configured as System Senders. Select one or more to add them to the System Sender list.”

With nothing outstanding the table reads “No unknown sender emails found”.

Promoted addresses join the System Sender list, and subsequent mail from them classifies as SYSTEM rather than Unknown.

Because the table is sorted by message volume, the noisiest unclassified source is at the top, usually the one worth trusting first. This is the most reliable way to build the list, since it is drawn from mail you have actually received rather than from what you expected to receive.

Promote only genuine automated sources. A System Sender is trusted; a vendor promoted in error stops being matched to their vendor record, and replies to them lose the supplier context that External classification provides.

Promote an address

1. Next to System Sender, select Manage System Senders.

2. Scroll to Unknown Sender Email Addresses. The list shows email addresses from Unknown Sender emails not yet configured as System Senders.

3. To find an address, enter a value in Search email addresses.

4. Select the checkbox next to one or more addresses.

5. Select + Add.

Figure 4. Unknown Sender Email Addresses, where senders are promoted to the System Sender list.

What the promotion list shows

Each column gives you one piece of the promotion decision: who the address is, how much it sends, and how recently.

Table 3. Unknown Sender Email Addresses columns

A high message count means the Agent Co-worker is repeatedly handling mail from that sender with maximum caution, which is where automation is being lost.

Judge an unknown address

Not every unknown address deserves promotion. Weigh its message count, how recognizable it is, and how recently it wrote.

Table 4. Signals and what they indicate

Promotion changes the sender’s authorization scope permanently until the entry is removed.

Why promoting matters

Unknown classification is the foundational blocker on automation: without an identity match there is no authorization scope and no record access, so the Agent Co-worker cannot act autonomously regardless of how the rest of the configuration is set. Promoting a genuine business sender removes that ceiling for their mail.

For more information, see Contact Management.

Promotion is the supported way to reclassify an unknown sender. A processing rule cannot direct the Agent Co-worker to treat an Unknown sender as a matched sender type, regardless of how the rule is worded.

New platforms appear in this list as your systems and your vendors change.

Configured System Senders

The configured System Sender list shows which values are trusted, how each was interpreted, and when it was added. It answers why a given automated sender is or is not being treated as a System Sender.

Open the configured list

1. On the Define capabilities step, select the AP Helpdesk tab, then select Contact Management.

2. Next to System Sender, select Manage System Senders.

3. Select the configured senders count. The Configured System Senders view opens and shows the total in the heading.

Figure 5. The Configured senders count in the Manage System Senders drawer.

What the configured list shows

Each column answers one question about an entry: the configured value, how it was interpreted, and when it was added.

Table 5. Configured System Senders columns

Return to the main panel

1. Select Back.

Read the Entry Type column

Entry type is derived from the value rather than declared, so this column shows how the system actually read what was typed. It is the first place a mis-classified platform shows up.

A value intended as a domain but showing as Email contained an @ symbol. A value intended as a wildcard but showing as Domain was missing the leading *. or mistyped it. For the full rules, see Choose the right entry type above.

Use the date column

The Date & Time column shows when each value was added, which identifies entries added by someone else and correlates a change in classification behavior with a configuration change.

Because a CSV upload replaces the whole configuration, all values in an uploaded file share the upload timestamp rather than keeping their original dates.

This view is read-only. Changes to the list are made by bulk CSV upload or manual entry from the main panel.

Configuration versions

Because each CSV upload replaces the entire configuration, earlier versions are retained and selectable in the Bulk configuration version list. Download an earlier version to compare against the current one, or to restore it.

Below the bulk area, the panel shows the count of configured senders, the last updated date and time, and who updated it.

Review System Sender configuration versions

The System Sender configuration is versioned. The version in force, and who last changed it, are shown in SmartVendor > Settings > AP Intelligence > System Sender Management.

Figure 6. System Sender Management, with the current version and the list controls.

What is recorded

Each field pins down the version in force: which one it is, when it changed, and who changed it.

Version history matters here more than elsewhere, because a CSV upload replaces the entire configuration rather than merging into it. The panel warns that each upload replaces the complete configuration, so your CSV must contain all the entries you want. If entries disappear unexpectedly, an upload is the first thing to check, and Updated By tells you who to ask.

Keep your own record

Download System Sender List exports the configuration in force. Exporting before and after a change gives you a diff you control, independent of what the panel retains.

Select and download a version

1. Next to System Sender, select Manage System Senders.

2. Under Bulk configuration, open the version list. Each entry is identified by date and time, for example Current Version, Previous Version, and Earlier Version.

3. Select the version you want.

4. Select Download list.

Selecting is not restoring

Choosing an earlier version in the list does not restore it. The selection determines which version Download list gives you. Restoring an earlier configuration means downloading it and then uploading it.

Work out which version you want

Each version is labeled with a date and time. Alongside the version list, the panel shows the configured sender count for the current configuration, when it was last updated, and who updated it. Comparing the current count against what you expect usually indicates whether a recent upload dropped entries.

The panel does not show a comparison view, so comparing two versions properly means downloading both and diffing the files.

When versions help

• After an upload that looks wrong. The configured sender count is lower than expected, or a platform’s mail has started arriving as Unknown.

• Before making a large change. A downloaded copy of the current version is a known-good file, independent of the retained versions.

• When reusing a configuration. An earlier version can be a cleaner starting point than a current one that has accumulated unwanted entries.

The list offers the three most recent configurations: Current Version, Previous Version, and Earlier Version. Anything older is no longer offered for download, though it is not deleted from the system.

Versions are held per system-of-record connection within the tenant, not per Agent Co-worker. Every Agent Co-worker working against the same connection sees and downloads the same three versions.

Related information

• Contact Management Overview

• Internal Sender Contacts and Domains

• System Sender Management