--- title: Reviewing & approving order: 3 updated: 2026-07-18 --- # Reviewing & approving AI documents Processed emails wait in the **AI Inbox** until someone reviews them. When you sign in, you'll see a short notice if items are waiting. ## The AI Inbox Open **AI → Inbox**. Each row is one processed email, showing: - its **type** — Enquiry, Sales Order, or Quotation, - the **email** subject and sender, - the matched **customer or supplier**, - how many products were **matched** out of the total found, - when it was **received**. Click **Review** on any row to open the full details. ## Reviewing an item The review panel shows everything the system extracted: - the **customer / supplier** and contact person it matched, - each **product line** — what the email asked for, and which product code it was matched to, with a confidence percentage, - each **attachment** — how it was read (or why it was skipped). Every attachment is stored, so you can **click its name to download or preview** the original file, even one too large for the AI to read, - any **note**, - a warning if the classification was uncertain. Check the matches — especially any line marked **Not matched** or shown with low confidence. ### Portal RFQs Many customers send RFQs through a procurement portal (Ariba, SAP, Coupa, Jaggaer, or a custom vendor portal). Those emails often contain only a **link to log in and respond** — no products in the email itself. The AI recognises these and tags them **Portal** (a blue badge in the inbox and a note on the review panel), and it does **not** waste time or tokens trying to invent products that aren't there. - A **link-only** portal RFQ is staged with no product lines — open the email and use the portal link to submit your quote. - If a portal email **also** lists real products, the AI still extracts and matches them as usual; it just also marks it **Portal** so you know the official submission happens on the portal. ### Grouped events — one card per RFQ, not per email A single portal event usually arrives as several emails: the invitation, "next round" invitations, and end-date reminders. The system groups these into **one inbox row** — the row shows a **+N follow-ups** chip, and clicking it lists every email in the group with its role (invite, next round, reminder, follow-up). - **Dismiss once.** Dismissing a grouped row dismisses the whole event — and any reminder that arrives *later* is folded in silently instead of reappearing in your pending list. (A small *new activity* marker appears on the dismissed card so you can still see the event is alive.) - **After approval** the same applies: a late reminder attaches to the approved card with a *new activity* marker and never touches the enquiry you created. - **Not part of this event?** In the group's member list, use **Remove from group** to pull an email out — it becomes its own row again, and the system remembers never to re-group that email. - **Two cards for the same event?** When the system couldn't be sure two emails belonged together (for example a follow-up that quotes no event number), it errs on the side of separate cards — you may see a *possible duplicate* hint. Use **Merge into…** on the group to combine them. The review always opens the **most complete** email of the group (the one with the most matched products) — a bare reminder is never what you review or approve. ## Approving For an **Enquiry**, click **Save enquiry**. The system: 1. Re-checks every customer, contact, and product reference against your live records (it never trusts a stale or invalid match), then 2. Creates the **enquiry** pre-filled with the customer, contact, and matched product lines, and opens it straight away. Any product the system couldn't match confidently is added to the enquiry's note so nothing is lost. The email's **attachments are carried over** too, so the customer's original files stay with the enquiry. There's **no draft step** — approving writes the enquiry into your live records straight away (the old "Approve → Draft" / Add Enquiry → Drafts round-trip is gone). The new enquiry's **mode** is set from where the item came in: **Mail** for a connected inbox, or **Portal** when it was captured off a vendor portal with the browser extension (see **[Browser extension](extension)**). > Each type approves differently. **Enquiry** items become a new enquiry. **Sales Order** items are linked to an existing enquiry (or create a new one) — see below. **Supplier quotations** are matched to the RFQ you sent and pre-fill a quotation draft you finish in Procurement — see **[Supplier quotations](supplier-quotations)**. If the email isn't useful, click **Dismiss** to remove it from the inbox. ## Sales orders — linking a customer PO to an enquiry When the AI classifies an email as a **Sales Order** (a customer's purchase order), it tries to find the enquiry that PO answers — by matching the products on the PO against your earlier enquiries to that customer. A PO is only linked to an enquiry you actually quoted (status **Submitted**) or one you'd marked **Lost**, and only when at least half the product codes line up. A submitted enquiry always wins over a lost one; if two are equally good, the most recent quote is chosen. The review panel shows the enquiry the AI matched (with the overlap percentage), and the action depends on the match: - **Matched (submitted):** click **Record PO**. A short **PO arrived** form opens, pre-filled with the PO number and date the AI read off the email and the attachments it pulled from it. Confirm the details, remove or add documents, and click **Attach PO**. The enquiry is marked **PO arrived**, ready to convert into a sales order. - **Matched (lost):** click **Review enquiry**. Because re-opening a lost enquiry is significant, you first see a **read-only preview** of that enquiry (customer, contact, products, quotation and PO info). Check it's the right one, then **Continue** to the same PO-arrived form (the enquiry is revived when the PO is attached). - **No confident match:** click **Create new enquiry** to stage a fresh enquiry from the PO, or use the dropdown's **Select enquiry manually** to pick an existing one. In every case the action button has a dropdown with **Choose a different enquiry** / **Select enquiry manually**, which opens a chooser with two tabs — **This contact person** (enquiries from the same contact the PO came from) and **Other contacts** (other contacts at the same customer). Each tab lists that customer's latest 20 enquiries with their status, date, amount, and item count. Use it whenever you want to override the AI's pick. Click **Select** on a row to open the PO-arrived form for that enquiry. ### Updating quantities & prices from the PO The PO-arrived form has an off-by-default switch, **Update quantities & prices from this PO**. Leave it **off** when the PO simply confirms the quote you sent. Turn it **on** only if the customer changed quantities or rates on their PO — the system will then overwrite the matched enquiry's line quantities and prices from the PO. (This requires the enquiry-edit permission in addition to the AI order permission.) As everywhere in the AI flow, every customer, contact, enquiry, and file id is re-verified against your live records on the server before anything is written — a forged or stale reference can't link a PO to the wrong enquiry or another firm's data. ## Why nothing is automatic Approval is always a human step by design. The system drafts and matches, but a person confirms before anything enters your live records — so a misread email can never quietly corrupt your data.