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.
Approving
For an Enquiry, click Save enquiry. The system:
- Re-checks every customer, contact, and product reference against your live records (it never trusts a stale or invalid match), then
- 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).
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.
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.