Mail Actions

A piece of mail arrives. You read the scan. Now what? If it’s important, download a copy or forward the original to your home office. If it’s routine, archive it to keep your inbox clean. If it’s junk, shred it — we’ll destroy the physical document so it doesn’t pile up in storage. Once your mail is scanned, you control what happens next. Everything happens from your dashboard.

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Available actions

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Downloading mail

To save a local copy:

1. Open the document
2. Click Download
3. PDF saves to your device

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Bulk download

Download multiple items at once:

1. Select items with checkboxes
2. Click Download Selected
3. Receive a ZIP file with all PDFs

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Download format

• Format: PDF
• Resolution: 300 DPI
• Color: Full color (matches original)
• OCR: Text layer embedded for searchability

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Forwarding physical mail

Request the original document shipped to you:

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Tracking forwarded mail

After requesting forwarding:

1. Go to Mailroom → Forwarding
2. See status and tracking numbers
3. Click tracking link for carrier updates

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Saved addresses

Add frequently used addresses:

1. Go to Settings → Mailroom → Forwarding Addresses
2. Click Add Address
3. Use it for quick forwarding

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Archiving mail

Move mail out of your active inbox:

1. Open the document
2. Click Archive

Or archive in bulk:

1. Select multiple items
2. Click Archive Selected

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What archiving does

• Removes from main inbox
• Preserves the document and scan
• Accessible in Mailroom → Archive
• Does not affect the physical document

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Restoring from archive

1. Go to Mailroom → Archive
2. Find the document
3. Click Restore to Inbox

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Securely shredding mail

Request destruction of the physical document:

1. Open the document
2. Click Shred
3. Confirm destruction

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Shred confirmation

You’ll receive email confirmation when shredding is complete. Typically within 3 business days.

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Bulk shredding

Shred multiple items:

1. Select items
2. Click Shred Selected
3. Confirm the batch destruction

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Shredding standards

• Cross-cut shredding (P-4 security level)
• Certificate of destruction available on request
• Meets HIPAA and PCI requirements

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Emailing documents

Send a PDF copy via email:

1. Open the document
2. Click Email
3. Enter recipient email address(es)
4. Add an optional message
5. Send

The recipient receives the PDF as an attachment.

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Email tracking

View sent emails in Mailroom → Sent. See delivery status and opens.

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Adding notes

Attach notes to documents for your records:

1. Open the document
2. Click Add Note
3. Type your note
4. Save

Notes appear in the document timeline and are searchable.

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Note examples

• “Called IRS about this notice on 3/15”
• “Forwarded to accountant for review”
• “This is regarding our 2024 annual report”

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Action history

Every action is logged in the document timeline: Access the timeline by clicking History in the document viewer.

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Automated actions

Set up rules for automatic handling:

1. Go to Settings → Mailroom → Rules
2. Create a rule:
   • If sender is [Bank Name]
   • Automatically archive after 30 days

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Example rules