How mail is matched to suppliers, Unmatched mail and Deleted

How StockBold recognises a supplier

An email is filed under a supplier when its sender or one of its recipients matches one of the supplier's email domains or addresses. These are listed in the Email matching card on the supplier's page, which people who can edit suppliers see.

The supplier's company email, main contact's email and website are added there automatically. You can add more with Add. A domain covers its subdomains too.

Mail from public providers such as Gmail or Yahoo is matched only by the exact address, never by the domain. This means a supplier who writes from Gmail does not bring in everyone else who does.

An address or domain belongs to one supplier. If it is also on another supplier, the card says so and the mail goes to that supplier.

When you remove an entry, you choose what to do with your conversations with it: Leave them here, Move them to another supplier, or Move them to Deleted. Only your copies change; colleagues keep theirs where they are.

Unmatched mail

Unmatched, in the sidebar, lists the senders whose mail reached StockBold without matching a single supplier, one row per sender.

With forwarding, StockBold keeps the whole message. From a connected mailbox it keeps only the sender, subject and date, and downloads the message once you assign the sender. Each email stays in this list for 7 days after it arrives, then StockBold deletes its copy; your mailbox is not affected.

Unmatched mail has three tabs. Waiting to match lists the senders, with the filters All, Mentions orders and Automated, and a search. Not suppliers lists the senders you hid. Matched lists the suppliers whose mail is imported because an address or domain is saved, with Open to see your conversations with each.

Assign a sender to a supplier

Assigning adds the address or domain to the supplier's Email matching for the whole organisation, so it needs the permission to edit suppliers. Connected mailboxes then look through their past mail for it.

1. Select Assign to supplier on a sender's row.
2. Under 1 · Supplier, pick the supplier, or create a new one by typing its name.
3. Under 2 · Match mail from, choose Only this address, or Anyone at the domain (subdomains included). A public provider's domain, such as gmail.com, can be matched only by address.
4. If the supplier has no company email yet, you can also save the address as its company email.
5. Select Assign.

The emails held for that sender are imported into the supplier, with the progress shown. If the import stops, Retry continues it.

Hide a sender

Not a supplier hides a sender, or their whole domain, from your unmatched list, and their mail is no longer kept there. You can select several senders and hide them together. Only your own list changes.

To let a sender's next emails in again, open the Not suppliers tab and select Show again.

Move a conversation to another supplier

If a conversation landed under the wrong supplier, choose Move to another supplier from its menu, or by right-clicking it in the list, and pick the supplier under Move to.

Only your copy moves; colleagues keep theirs where they are. Purchase orders of the old supplier linked to it are unlinked, and the dialog says how many first.

With the permission to edit suppliers, you can also tick From now on also match the address to the new supplier. That applies to the whole organisation: new mail from that address reaches everyone under the new supplier, and you can move your other conversations with that address along with it. A colleague whose older emails stayed on the old supplier sees a notice with a button to move them too.

Choosing Not a supplier under Move to sends the conversation to Deleted.

Deleted

Delete from StockBold, on a message, or Delete conversation moves it to Deleted. From there, Restore, or Restore conversation, moves it back to your inbox. You can restore it for 30 days; after that it is deleted for good, and Empty Deleted does that at once. Deleting in StockBold never touches your own mailbox.