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Not all mail is equal. An IRS audit notice demands your immediate attention. A credit card offer does not. Yet both arrive in the same stack of mail. We automatically categorize every piece of mail so urgent items float to the top and junk gets filtered out of your main view. Government notices trigger immediate alerts; marketing mail quietly waits in a folder you can ignore.

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Category types

CategoryColorPriorityExamples
IRSRedUrgentTax notices, payment demands, audit letters
StateOrangeHighSecretary of State, tax agencies, compliance
LegalOrangeHighCourt documents, legal notices, demand letters
Bank/FinancialBlueMediumStatements, notices, account updates
BusinessGrayNormalVendor letters, general correspondence
JunkLight grayLowMarketing, solicitations, catalogs

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How categorization works

1

Sender recognition

We check the return address against our database of known senders (IRS, state agencies, major banks, etc.).
2

Content analysis

For unknown senders, we scan document content for keywords that indicate document type.
3

Category assigned

Based on sender and content, we assign a category. You see this in your inbox.
4

Notification triggered

High-priority categories trigger immediate notifications; lower priority may go to digest.

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Priority handling

  • Scanned within hours of receipt
  • Immediate email and push notification
  • Prominent display in inbox
  • Marked with urgency indicator

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Normal (Bank, Business)

  • Scanned within 1 business day
  • Email notification (configurable timing)
  • Standard inbox display

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Low (Junk)

  • Logged but not scanned by default
  • No notification
  • Visible in “All Mail” filter only
  • Auto-shredded after 30 days (configurable)

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Junk mail handling

We identify likely junk mail by:
  • Known marketing senders
  • Bulk mail class indicators
  • “Resident” or generic addressing

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Junk mail options

Go to Settings → Mailroom → Junk Mail:
OptionBehavior
Don’t scanLogged only, not scanned or stored
Scan but filterScanned but hidden from main inbox
Treat as regularScanned and shown with other mail
Auto-shredDestroyed after 7 days, never scanned

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Correcting categories

If we miscategorize something:
  1. Open the document
  2. Click the category badge
  3. Select the correct category
  4. (Optional) Report sender for future improvement

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Training the system

When you correct a category:
  • Future mail from that sender uses your correction
  • Our system learns from corrections across all users
  • Accuracy improves over time

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Creating custom categories

Beyond the default categories, you can add your own:
  1. Go to Settings → Mailroom → Categories
  2. Click Add Category
  3. Name it and choose a color
  4. Set notification preferences

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Routing rules

Create rules to auto-assign categories based on:
  • Sender address or name
  • Keywords in content
  • Envelope markings
Example rule: “If sender contains ‘First National Bank’, categorize as Bank/Financial”

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Category-based views

Filter your inbox by category:
  1. Click the category filter dropdown
  2. Select one or more categories
  3. Inbox shows only matching mail

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Saved views

Save frequently used filters:
  1. Set your filters
  2. Click Save View
  3. Name it (e.g., “Tax Documents Only”)
  4. Access from the Views dropdown

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Category reporting

See mail statistics by category:
  1. Go to Mailroom → Analytics
  2. View breakdown by category
  3. Track mail volume trends
This helps identify:
  • Which types of mail you receive most
  • Seasonal patterns (tax season, renewal periods)
  • Whether junk filtering is working

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Notification customization

Each category has independent notification settings:
CategoryEmailPushTiming
IRSYesYesImmediate
StateYesYesImmediate
LegalYesYesImmediate
BankYesOptionalSame day
BusinessYesNoDaily digest
JunkNoNoNever
Adjust in Settings → Mailroom → Notifications → By Category.

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