Guides › Setting up SortedPost
Setting up SortedPost
For the admin. Half an hour, in this order: who the post is for, where it should be delivered, who can sign in, then the handful of company settings. After that the only daily job is checking the Inbox. The app shows the same steps as a checklist under Get set up, ticking each off as you go.
1People and departments
Open People. This is the list SortedPost routes post to, so it needs the people and departments that actually receive letters, not every employee. For each, Add person and fill in:
| Name and email | The email is where post goes when a destination sends by email, and where notifications go. |
|---|---|
| Department and job title | Used when a letter is addressed to a role rather than a name: "The Finance Manager", "HR Department". |
| Also known as | Other ways letters address this person, comma separated: initials, a maiden name, "Accounts Payable". |
| Handles | Topics this person deals with, comma separated: invoice, payment, VAT. This is what teaches SortedPost who gets what when a letter isn't addressed to anyone in particular. |
| This is a department or shared mailbox | Tick it for Accounts, HR, Reception and so on. A department can be a recipient in its own right. |
| Email them when mail is routed to them | Off for people who would rather not get a notification for every letter. |
Have a lot of people? Import CSV takes a spreadsheet with the same columns. If your company has connected Microsoft 365 (step 4), the directory can be kept in sync from there instead.
Start with the obvious ones. Every time someone in the Inbox changes who a letter goes to, SortedPost remembers that sender and that correction, so the routing gets better on its own within a few weeks.
2Destinations
Destinations are the places approved post ends up. Add one per place, choosing a channel:
| Sends the PDF to the recipient's address, or to a fixed list. Sent from your own Microsoft 365 or mail server, so it comes from your company's address. | |
| SharePoint | Files the PDF in a document library, with an optional sub-folder per recipient and per year. Needs Microsoft 365 connected. |
| OneDrive | Files it in each recipient's own OneDrive. Each person connects theirs once from the People page. |
| Teams | Posts it into a team channel's Files tab. |
| On-site computer | Drops it into a folder on an office server or someone's own PC or Mac, via Sorted Connector. See the connector guide. |
| Webhook | Sends the details, and optionally the PDF, to your own document system. |
Leave Run automatically when a document is approved on; that is what makes approving a letter in the Inbox send it. A destination can be disabled later without deleting it.
3Users
Users are the people who sign in. Invite user sends them an email to set a password, or they can use Microsoft sign-in if that's connected. Two choices matter:
- Role. Admin can change everything on this list. Reviewer works the Inbox.
- Mail they can see. All mail for the post room. Department mail for a department head. Only mail for them for someone who should see nothing but their own letters. The last two need the user linked to their entry On the People list.
4Company settings
Under Settings, across the Company, Notifications, Data & privacy and Microsoft 365 tabs. Changes there save as you make them:
| Review and auto-approval | Letters SortedPost is less sure about than the threshold are flagged for a closer look. Auto-approve mail the AI is sure about sends confident letters without anyone looking; Only from known senders limits that to senders it has seen before. Start with auto-approval off for the first week or two, then turn it on once the Inbox shows it's getting things right. |
|---|---|
| How a scan is split into letters | Whether SortedPost works out letter boundaries itself, only splits at separator sheets, or treats a scan without sheets as one letter. The scanning guide explains sheets. |
| Company notifications | Tell reviewers when new mail arrives; tell people when mail is sent to them. |
| Data retention | How long scans are kept after delivery. SortedPost passes post on, it isn't the archive: your SharePoint, OneDrive or folders are. |
| Microsoft 365 | Connect Microsoft 365 signs in once as an admin and consents. It enables SharePoint, OneDrive and Teams destinations, sending email from your tenant, and Microsoft sign-in for staff. |
5Scanners
Finally Scanners › Add scanner for each copier, and set it up with the Sharp guide or scan to email. A scanner's scans go to the SortedPost Inbox unless you give it folders that point at SortedScan workflows, which is how one copier can have a POST button and an INVOICES button.
Then
Scan a morning's post and open the Inbox. The Inbox guide covers what to do there. The Dashboard shows volume, review times and top recipients once there's a week of post to look at (and, with SortedScan, what each workflow filed), and Activity keeps a log of sign-ins and decisions.