Skip to main content

How to Set Up Routing Rules

Create rules that automatically assign mail to teams or add tags based on envelope information or scanned contents.

Updated over a week ago

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 (e.g., when mail arrives, when mail is scanned, or when a check is detected)

  • A condition, which indicates 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 pass. For example, the Sender must contain “IRS” AND the Recipient must be “ACME Corp. These are also known as "AND" combinations.

  • An action that determines which team the mail should be assigned to or what tags should be applied.

Your list of routing rules lets you see and search all routing rules at a glance, including their trigger criteria and action.

Envelope-Based Rule Example

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:

With the envelope-based rule above, any mail that:

  • Is from any sender with the phrase IRS in it

  • The recipient on the envelope lists John Doe in it

Will be automatically assigned to the Finance team as soon as the mail arrives.

Content-Based Rule Example

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:

With the content-based rule above, any mail that:

  • Has been scanned

  • Contains the word IRS in the document content

  • Does not contain the word Notice

Will automatically receive the Legal tag.

Want to assign a team and add a tag to the same piece of mail?

Each routing rule support one action. To enable multiple actions, consider creating two rules with the same conditions — one that assigns a team and one that adds a tag. Both will apply to any mail that matches.

Did this answer your question?