Mail handling
Mail handling reads every scanned piece of mail at the Startup’s address, routes legal mail within the hour, deposits checks and forwards the rest.
Outcome
| Part | This Process |
|---|---|
| Outcome | Each piece of mail is read the day it arrives: legal mail reaches the Legal Lead within the hour, checks are deposited, and the rest is forwarded or shredded. |
| Reads | File |
| Leaves | Task, Transaction, Message, Bill |
| On time | Within 1 day (business hours); the clock never stops. Late Actions go to the Legal Lead. |
| Runs in | Each Startup |
Accountable
Operations Lead, Operations Team.
Responsible: Operations Lead.
Consulted: Legal Lead, Treasurer.
Informed: Founder.
Workflows
| Workflow | Runs | Team |
|---|---|---|
| Sort mail | on File.created where source = 'mail' | Operations Team |
Who does each step
| Workflow | Step | Role | Calls | Approval |
|---|---|---|---|---|
| Sort mail | 1. Read the scan and sort it: legal, check, bill or other. | Operations Lead | File.get | None |
| Sort mail | 2. Route legal process and state notices to the Legal Lead within the hour. | Operations Lead | Task.assign | None |
| Sort mail | 3. Deposit each check and attach its scan to the Transaction. | Treasurer | Transaction.attach | None |
| Sort mail | 4. Record each paper bill as a Bill for payables. | Operations Lead | Bill.create | None |
| Sort mail | 5. Forward personal mail and shred junk. | Operations Lead | Message.create | None |
Events
| Direction | When | What happens |
|---|---|---|
| In | On File.created where source = 'mail' | Starts Sort mail |
| Out | Task.assigned | Raised by step 2 of Sort mail |
| Out | Transaction.attached | Raised by step 3 of Sort mail |
| Out | Bill.created | Raised by step 4 of Sort mail |
| Out | Message.created | Raised by step 5 of Sort mail |
Plays
No Play names this Process.
Controls
No Control names this Process or a Workflow of it.
Settings
| Setting | Type | Default | Say | Set with |
|---|---|---|---|---|
mail.forwardTo | string | founder | Forward personal mail to me | Setting.update |
Failure
A failed step retries; when retries run out, the Action goes to the Legal Lead.
| Step | On failure |
|---|---|
| Sort mail 2. Route legal process and state notices to the Legal Lead within the hour. | Times out after 1 hour. Goes to the Legal Lead. |
Loop
No loop: the path is never randomized, because it serves Legal process.
Code
Turn on mail handlingEnable
On by default for every Product Template. Process.pause stops new Actions; Actions in progress finish.
Forward personal mail to meExample
Four pieces of mail reach a Startup’s mailing address in one day. A state notice reaches the Legal Lead within the hour, and a $1,200 check is deposited. A paper invoice becomes a Bill, and a credit-card offer is shredded.