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Emailing VMXpert

On stores with inbound email enabled, VMXpert can receive email and act on it. Two kinds of address exist:

  • An agent's address — created from the agent's dashboard (Email & trust section), with a copy button and an on/off toggle. Email it anything in the agent's wheelhouse: forward a vendor's invoice to your Buyer agent and ask it to check the prices against the PO.
  • A routine's address — created automatically when you set a routine's trigger to "when it gets an email." The address is shown right after you create the routine.

Both are private addresses on our mail domain — unguessable, and separate from your company email.

Who gets listened to: trust rules

Each address has an ordered list of trust rules — who may email it, and how much latitude they get. A rule matches an exact address, a whole domain (@yourcompany.com), or everyone (*), and the most specific match wins. Each rule sets one of four levels:

  1. Ignore — mail from this sender is dropped.
  2. Propose to process — the email waits for a person to OK it before VMXpert even reads it.
  3. Process, propose all — VMXpert reads it and acts, but every resulting change is a proposal in your Review Inbox. This is the default for senders you haven't listed.
  4. Auto-reply to sender, propose actions — VMXpert may also reply to the sender directly. Reserve this for senders you fully trust.

Two protections are built in:

  • Outside senders wait for your OK. Forward a report to someone outside your team and their reply doesn't get an automatic answer — it waits for an admin to approve that sender first.
  • Staff are recognized, ex-staff are not. Your team's replies are recognized by their email address on file — but only for active employees. Someone who's left doesn't keep that trust.

Reply to a report to talk about it

When a routine emails you its report, you can simply reply to the email — the reply opens a VMXpert conversation about that report ("why is this vendor's total so high this week?"). No need to log in and find the right screen first.

The standing rule

Everything that arrives by email is propose-only. No email — from anyone, at any trust level — can directly change your data. Changes still land in your review queues for a human click.