Scan the day's post once and every item is read, classified, and sent to the team that owns it: invoices to finance, notices to legal, applications to admissions, everything else to a named reviewer. The mail map shows at a glance which teams are receiving what, and how much of it.
The app embedded on this page is the Quick Apps Contact Form, a real Taskade Genesis build you can submit to right now. It is a single inbound intake point, which is what a scanned mailroom needs before anything can be routed. Click "Use this app" to clone it in about ten seconds, add a File field for the day's scans, then add the reading step, the classification, and the routing map described below.
Concretely, a Mail Project holds one row per scanned item and a Routing Project holds your categories and their owners as connected records, so changing who handles a category is an edit rather than a rebuild. A published form takes the scan date and a File field that accepts a batch. The Convert File to Text step reads each item, which is the whole job here, since incoming post is by definition an image until something reads it. An Ask Agent step returns sender, recipient or department addressed, document type, date on the document, reference numbers, urgency indicators, and a one-line summary. A Categorize with AI step assigns the routing category, and anything the classifier is unsure about goes to a human queue rather than to a guess, because misrouted mail is worse than unrouted mail.
The mail flow reads in whichever shape the question takes:
- Mind Map view to see categories branching into their teams and volumes
- Table view for the full mail log with sender, type, and owner
- Board view to move items through Scanned, Routed, and Actioned
- Plus List, Calendar, Gantt, and Org Chart across the 7 project views
Automations deliver the post. With Taskade automations, a routed item notifies its owning team in Slack with the summary and a link to the scan, an item marked urgent escalates immediately, and anything unrouted for a day appears on a supervisor's list. Across 100+ bidirectional integrations, forms and webhooks pull scans in while Slack and Gmail push notifications out. The AI agents inside the app carry 34 built-in tools with persistent memory, so an agent can report which senders and document types dominate your post volume.
Start with five categories, not twenty. A small, obvious routing list gets accurate quickly and the unrouted queue tells you exactly which category to add next, whereas a large list built from guesses produces confident misrouting from day one. Agree a service standard with the receiving teams, for example everything scanned by eleven and routed by noon, so the map is measured against something. Review the unrouted queue daily for the first fortnight and weekly after that. Within a month the categories reflect your actual post rather than the org chart, which is the version that keeps working when the org chart changes.
Clone the app, invite every receiving team, and the log, the scans, and the routing rules are yours.
Read Categorize with AI for the classification step, Convert File to Text for the reading, and Build a Document Intake App for the wider pattern. Browse live builds in the Community Gallery, explore AI agents, or start from the templates library. Pair this with Send Supplier Invoices Straight to an Approval Board so routed invoices land in the payables queue, and Build a Contract Register From Signed Agreements so a returned agreement files itself.
Frequently Asked Questions
How does it decide where an item goes?
By what the item says, checked against the routing categories you defined. Sender, document type, and reference numbers all feed the classification. Anything the step is not confident about goes to a human queue, which is the behavior you want in a mailroom.
Can a batch of scans go through at once?
Yes. Scan the batch and attach the files in one submission. Each item becomes its own row, so the batch is a convenience for the person scanning rather than a structure the log has to live with.
What if mail is addressed to someone who left?
Add a redirect rule to your routing categories. Because the categories and owners are data rather than code, changing an owner is one edit and every future item follows the new rule.
Does it open and read confidential mail appropriately?
That is a policy decision you make before you build, not a technical one. Exclude categories you do not want scanned, and turn on app sign-in through App Users so the log is only reachable by named staff.
Which formats does the scanner need to produce?
Scanned or image-only PDF, PNG, JPG, WebP, or HEIC are all read off the page. GIF and BMP are outside that path, so set the scanner to PDF or PNG. Keep each scan under 20 MB, the ceiling for reading words off an image.
Do the scans remain available to the receiving team?
Yes. Each scan attaches to its mail row and lands in your workspace Media tab, and the notification links straight to it, so a team reads the real document rather than a summary.
How do I tune the routing over time?
Watch the unrouted queue for a fortnight, then add the categories that keep appearing. The agents carry persistent memory, so the classifications you correct inform the ones that follow.
Can we keep a searchable archive of everything scanned?
Yes. Every item is a row with its scan attached and its text already read, so searching the log searches the contents rather than just file names. That alone often justifies the build for teams who currently keep physical folders.
