What is content-based mail routing? Stable’s new automation upgrade
Mail routing. It’s a time-consuming process that many businesses face daily:
- Mail is received and scanned
- An individual reads the envelope and its contents
- They identify which team or individual should receive it
- They route the mail to ensure it is seen and actioned on appropriately
But what if those manual steps simply… disappeared?
Stable first tackled this process by letting customers automatically route mail based on what’s visible on the outside: the sender and recipient fields on the envelope. That alone helped teams move faster and reduce manual handling.
Now, we’re taking it a step further. With Stable’s new content-based routing, you can automatically route mail based on what’s inside the envelope: the actual content of the scanned document.
Here’s how it works, and why businesses of all sizes can benefit:
Automatically route mail to the right team
With content-based routing, you can create custom rules that tell Stable what to look for inside your mail ahead of time. These rules are built around key words or phrases that appear in the contents of a scanned document.
Let’s say, for example, that you want mail mentioning “W-2” to go directly to your HR team, not your Finance team, where other types of mail from the IRS typically go.
You can create a rule that tells Stable to:
- Look for the keyword “W-2” within the body of the scanned document
- Automatically route that mail to the HR team
When we scan and digitize that mail at one of our secure processing centers, any piece of mail that meets one of your routing rules will be assigned to the correct team for review within your Stable virtual mailbox. No one in your businesses has to read or sort each document manually. It’s routed instantly based on its contents.
You decide the rules. Stable does the rest.
Let Stable autoroute your mail, without the admin overhead
Once a document is assigned to a team, the team can take action immediately: view the document, download it, share it, initiate shipping, or apply tags — just like they would with any other piece of mail in Stable.
And because you can create as many rules as you need, this functionality scales with your operations. Whether you’re managing hundreds of mail items a week or just want to make sure high-priority mail gets seen fast, content-based routing gives you more control with less effort.
With Stable’s content-based routing your team can:
- Save time: No more reviewing or forwarding every piece of mail manually.
- Improve accuracy: Deliver the right mail to the right team, every time.
- Reduce risk: Avoid lost or delayed documents that could impact compliance or cash flow.
- Work more efficiently: Focus on growing your business, not on physical mail triage.
Stable customers in industries like insurance, healthcare, property management, and accounting are already seeing the benefits, especially when mail is high-stakes or high-volume, and routing decisions require opening the envelope.
Never miss an important document again
We developed this feature in close collaboration with some of our most operationally complex customers, who helped us create a practical and focused solution, one addressing their biggest pain points. It's the next step in Stable’s mission to make physical mail as easy to manage as email.
Curious about content-based routing? Reach out to our team to learn how it can help you automate mail handling and save time.
