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Dynamics 365 Community / Forums / Small and medium business | Business Central, N... / Agents Capabilities
Small and medium business | Business Central, N...
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Agents Capabilities

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Posted on by MB-22100407-0 112
Hi everyone, Iā€™m planning to develop a custom autonomous agent for Purchase Requests. I want to replicate the trigger mechanism used by the native Payables Agentā€”specifically the ability to monitor an email inbox and automatically process incoming requests. Does anyone know if we can provision a dedicated email address for this, similar to the one shown in the screenshots below?
 
May be a graphic of text that says 'Configure Payables Agent Active Monitor incoming information Learnmore Learn more PA Thanonbulamaensnn Mailbox Payables Agent by Microsoft Email account:* Coworkers can use this agent. Manage user access Summary The agent reads all PDF attachments from the specified mailbox. Therefore, we recommend using a dedicated shared mailbox for receiving payables documents. > Monitors incoming emails for vendor invoices, matches senders to registered vendors, and creates purchase document drafts for review. This agent uses AI review its actions for accuracy. Important By enabling the Payables Agent, you understand your organization may be billed for its use. Learn more Update X Cancel'
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Dynamics 365 Business Central
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  • Suggested answer
    OussamaSabbouh Profile Picture
    OussamaSabbouh 17,864 Super User 2026 Season 1 on at
    Hello,
    Yes, for the native Payables Agent Microsoft explicitly supports selecting a Microsoft 365 user mailbox or shared mailbox for monitoring, and Microsoft actually recommends using a dedicated shared mailbox so the agent only receives the documents it should process; however, for a custom autonomous agent, Business Central doesnā€™t currently expose a ā€œprovision me an agent mailboxā€ feature like a generic trigger you can reuseā€”the practical approach is to create your own shared mailbox in Microsoft 365/Exchange, give the required app/user access, and have your custom agent monitor it through your own integration logic, e.g. Graph/API/Azure function/Copilot Studio/custom service, then create the Purchase Request records in BC. Also note the Payables Agent is specific to vendor invoice PDFs: it monitors unread emails, imports PDF attachments into Inbound E-Documents, and then creates draft purchase invoices, so donā€™t assume that mailbox trigger is a reusable platform feature for all custom agents unless Microsoft documents it later.
     
    Regards,
    Oussama Sabbouh
  • Suggested answer
    Grigorios Mavrogeorgis Profile Picture
    Grigorios Mavrogeorgis 2,574 Super User 2026 Season 1 on at

    Hi,

    The mailbox on the Payables Agent is not a special BC feature, just a standard Microsoft 365 shared mailbox connected through the Email Setup in BC. The agent is the part that knows how to read it, but the mailbox itself is plain Exchange.

    For your Purchase Request agent, you can do the same. Create a shared mailbox, for example purchaserequests@yourcompany.com, connect it in BC through Email Account setup, and your AL code or Copilot Studio agent reads the messages and PDFs through the Email Inbox APIs, or Microsoft Graph if you want more control.

    The native Payables Agent is built on this same foundation, the AI part is what sits on top. The trigger mechanism is the easy bit, the real work is the parsing logic and the matching rules.

    One advice, the dedicated mailbox guidance from Microsoft is there for a reason. Mixing payables and purchase requests in the same inbox creates confusion fast and agent confidence drops. Better one mailbox per agent, even if it feels like overkill at the start.

    āœ… Tick the checkbox below to mark the answer as verified, if it helped resolve your question.
     
    Regards
    Gregory Mavrogeorgis
     

     
     
  • Suggested answer
    YUN ZHU Profile Picture
    YUN ZHU 102,079 Super User 2026 Season 1 on at
    Hi, hope the following helps.
    Instruction keywords for an agent (preview)

    Here are some common keywords and phrases you can use in your agent's instructions:

    Keyword/Phrase Description Example
    Ask for assistance Instructs the agent to seek help if needed during task execution. "If you encounter an error, then ask for assistance."
    Request a review Instructs the agent to ask for a review of its work before finalizing. The task will continue after the user confirms. "When the sales order is created, request a review before posting."
    Reply Instructs the agent to respond to a message or query. Note: All outgoing messages require a review. "When the sales order is created, reply with the confirmation."
    Write an email Instructs the agent to compose and send an email. All outgoing messages require a review. "When the sales order is created, write an email to the customer with the confirmation."
    Memorize Instructs the agent to store specific values. These values can later be referenced. "Memorize the customer's credit limit for future reference."
    Set field Instructs the agent to set a specific field value. "Set the 'Status' field to 'Approved'."
    Use lookup Instructs the agent to use a specific lookup. "Use lookup to select the appropriate payment terms."
    Invoke action Instructs the agent to invoke a specific action. "Invoke the 'Post' action to finalize the sales order."
  • Gerardo RenterĆ­a GarcĆ­a Profile Picture
    Gerardo RenterĆ­a Ga... 27,310 Most Valuable Professional on at

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