Routing rules are only available on Custom plans.
To create a routing rule, click Settings in the sidebar to open Automations. Scroll to the Mail Routing Rules section and click “New routing rule” to get started.
Each routing rule includes four components:
A rule name for you to personalize.
A trigger, which indicates when the rule should run, such as:
When the envelope is scanned
When the mail contents are scanned
When a check is detected in the mail
Conditions, which indicate what mail properties must be detected (such as sender, recipient, address, or document content) for the rule to match.
All the conditions within a rule must be true in order for the rule to match. For example, the Sender must contain “IRS” AND the Recipient must be “ACME Corp". These are also known as "AND" combinations.
Actions, which determines what happens when the rule matches. For example:
Assigning teams
Adding tags
Sharing scanned PDF via email
Your list of routing rules lets you see and search all routing rules at a glance, including their trigger criteria and action.
How the "Share via email" action works
When you select the Share action in a routing rule, Stable automatically sends an email with your scanned document to the recipients you specify. Each recipient receives their own individual email (not sent as CCs).
The email includes a secure, authenticated link that allows recipients to view and download the scanned document. In most cases, the email also includes the scanned PDF as an attachment. If the file is too large to attach (over 4.3MB), recipients can use the secure link to download the document instead. Secure links remain valid for 7 days.
You can configure up to 10 recipients per rule and optionally include a custom message in the email.
Examples
Automatically assign mail to a team based on sender and recipient
Let's say we want to create a routing rule that runs as soon as mail arrives. At this stage, the content of the mail is not yet available, so we rely on envelope information, such as the Sender and Recipient.
In this example, once the mail is received and appears in the dashboard, we verify the envelope fields, specifically the From and Recipient values.
If the envelope data matches the sender and recipient we configured, the rule will trigger and automatically assign the mail to the Finance team and tag it with Urgent:
With the envelope-based rule above, any mail that:
Is from any sender with the phrase
IRSin itThe recipient on the envelope lists
John Doein it
Will be automatically assigned to the Finance team + tag it with Urgent as soon as the mail arrives.
Automatically apply a tag based on mail content
Let's go through another routing rule example, this time based on the content of the piece of mail.
In this example, once the scan of the piece of mail is available in the dashboard, we want to verify the document's content.
If the scanned content contains the word IRS and does not contain the word Notice, the rule should apply the tag Legal assign to team Legal:
With the content-based rule above, any mail that:
Has been scanned
Contains the word
IRSin the document contentDoes not contain the word
Notice
Will automatically have the Legal tag + team Legal applied to it.
Automatically share mail via email based on content
Let's go through our final routing rule example, this time using a different action: Share.
In this example, once the scan of the piece of mail is available in the dashboard, we want to verify the document's content.
If the scanned content contains the words amount, due, and payment, the rule should send an email with the scanned document to the configured recipients and assign team Finance. In this case, the email is [email protected]:
With the content-based rule above, any mail that:
Has been scanned
Contains the words
amount,due, andpaymentin the document content
Will automatically be shared with the configured recipients and assigned team Finance