Who this is for. Whoever administers AP Helpdesk, which is a Super Admin.
SmartFlow Skills Management lists the automations configured for your tenant and the instances of each that are running. It is where AP Helpdesk is started, paused, reconfigured, and stopped.
Open SmartFlow Skills Management
Sign in to the Auditoria console.
Select SmartFlow Skills Management in the left navigation rail. It is the landing page for most roles, so you may already be on it.
Select SmartVendor, under Autonomous Procure To Pay. Its Running Instances open.
Skills are grouped by the business process they belong to, and each row reports how many instances are running. AP Helpdesk runs as part of SmartVendor, so there is no separate AP Helpdesk skill to look for.
If the entry is not there
The page is permission gated. Where your role does not carry access, the entry does not appear rather than opening and refusing. See Roles and Access.
Figure 1. SmartFlow Skills Management, with the skills grouped by business process.
The columns
Table 1. The Running Instances columns.
Column |
What it shows |
|---|---|
ERP |
The connection this instance reads from, under the name it was given for your tenant. |
Mailbox |
The mailbox it monitors. |
Status |
Whether the instance is running, shown in green as Running. |
Replies |
Whether the agent may send replies, shown as Enabled. Pausing replies changes this without stopping the instance. |
Actions |
Pause, Stop, and Edit, described below. |
Status and Replies answer different questions. An instance can be running while its replies are paused, which is the usual state during an investigation: it keeps ingesting and classifying mail, and stops answering it.
The actions
Table 2. The instance actions.
Action |
What it does |
Reversible |
|---|---|---|
Pause |
Stops the agent sending replies. The instance keeps running and keeps classifying mail. |
Yes. Start it again from the same control. |
Stop |
Ends the instance. A confirmation appears first. |
No. |
Edit |
Reopens the configuration for this instance in the setup wizard. |
Yes. |
Run Again, below the table, creates a further instance rather than changing an existing one. On a tenant with no instance yet it reads Run.
Before you stop an instance
Stopping is permanent. The confirmation states that the configuration for the skill is removed, along with the history of communication and actions the agent carried out, and that the automation stops. Select Continue to proceed or Cancel to leave it running.
Pause is what you want in almost every case where stopping is tempting. Reach for Stop only when the instance is being retired, and note that the mailbox it held becomes available again for a new instance once it is gone.
Figure 2. The Running Instances table for SmartVendor.