A complete guide to creating, configuring, and using Mail Flows for automated postal mailing.

Mail Flows are reusable mailing templates that let you automatically retrieve addresses from a document you send a lot. You can

• Save your rules once, use them repeatedly

• Automatically extract addresses from documents

• Send bulk mail with a single zip file upload

Think of a Mail Flow as a "recipe" for your mail - configure it once, then just add documents whenever you need to send.

1. Navigate to Services > Flows in the main menu

2. Click Add a Flow

3. Fill in the basic information:

   • Name: A descriptive name (e.g., "Monthly Invoices", "Client Letters")

   • Description: Brief explanation of what this flow is for

4. Enter your Return Address (sender's address):

   • Full Name (max 40 characters)

   • Street Address

   • City, State, Zip Code

   • Country and Phone (optional)

5. Configure Flow Properties:

   • Color: Enable color printing

   • Single Sided: Print on one side only

   • Return Envelope: Include a return envelope

   • Service Type: Choose your mailing method

6. Click Create

The most powerful feature of Mail Flows is automatic address extraction. Instead of manually entering addresses, the system can read them directly from your documents.

1. You write a natural language prompt describing where to find the address

2. Upload a sample document to test

3. The AI extracts the address based on your instructions

4. Save the configuration - it applies to all future uploads

1. Open your flow and go to the Recipient Address tab

2. Write your extraction prompt in the text area

3. Upload a sample PDF

4. Click Test Address Parse

5. Review the extracted address

6. Adjust your prompt if needed

7. Click Save when satisfied

Your prompt should clearly describe:

• Where the address is located on the page

• What labels or markers identify it

• Which address to extract (if multiple exist)

Standard Letter Format:

Extract the recipient's mailing address from the top portion of the
first page. Look for the address block that appears below the date
and before the salutation (Dear...).

Invoice with Ship-To:

Find the address labeled "Ship To" or "Deliver To" on this invoice.
This is typically on the right side of the document header. Extract
the complete mailing address including company name if present.

Legal Document:

Extract the defendant's address from the caption section of this
legal document. Look for the address that appears under the party
names at the top of the first page.

Form with Multiple Addresses:

Extract only the "Applicant Address" from this form. Ignore the
"Business Address" and "Mailing Address for Correspondence" fields.
The Applicant Address should be in Section 2 of the form.

Problem: Wrong address extracted

• Add more specific location details

• Mention the label that appears near the correct address

• Specify what to ignore

Problem: Partial address extracted

• Ask for "complete mailing address including all lines"

• Mention expected components (name, company, street, city, state, zip)

Problem: No address found

• Check that your sample has an address on page 1 (default)

• Verify the address is machine-readable (not handwritten or in an image)

• Simplify your prompt to be less restrictive

1. Write initial prompt
        ↓
2. Upload sample document
        ↓
3. Click "Test Address Parse"
        ↓
4. Review results
        ↓
   ┌─── Correct? ───┐
   │                │
  Yes              No
   │                │
   ↓                ↓
Save config    Adjust prompt
               and repeat

{
  "name": "John Smith",
  "recipient": "ABC Corporation",
  "address1": "123 Main Street",
  "address2": "Suite 400",
  "city": "San Francisco",
  "state": "CA",
  "zip": "94102",
  "country": "USA"
}

1. Test with variations: Use documents with different layouts or formats

2. Test edge cases: Try documents where addresses might be in unusual positions

3. Test with real data: Use actual documents you'll be sending, not just samples

4. Document your prompts: Keep notes on what works for different document types

Build a small collection of test documents that represent:

• Standard format documents

• Edge cases (unusual layouts)

• Documents with multiple addresses

• Documents from different sources/systems

1. Go to Flows and find your flow

2. Click the Send Mail icon (circular arrow)

3. In the modal, upload your PDF(s)

4. Files are processed automatically

5. You'll be redirected to complete the order

For sending many pieces of mail at once:

1. Prepare your documents:

   • Each PDF = one piece of mail

   • Name files descriptively

   • Compress into a single ZIP file

2. Click Send Mail on your flow

3. Choose the ZIP upload option

4. Select your ZIP file

5. Monitor the progress bar

6. Review and complete the order

1. Click the Details icon on any flow

2. Modify settings in the Settings tab

3. Update address extraction in Recipient Address or Return Address tabs

4. Click Save

1. Click the Delete icon (trash can)

2. Confirm deletion

3. Note: This cannot be undone

• Name clearly: Use descriptive names like "Q4 Invoice Mailings" not "Flow 1"

• Use descriptions: Add context for team members

• Associate with companies: If you manage multiple companies, assign flows appropriately

For branded mailings:

1. Select First Class - Full Window with Image/Logo as service type

2. Upload your logo:

   • Format: PNG or JPEG

   • Max size: 250KB

   • Recommended: Square or horizontal orientation

3. The logo appears on the envelope window

Limitations:

• Maximum 5 sheets per envelope

• Return envelopes not available with this option

If your documents contain the sender's address:

1. Go to the Return Address tab

2. Configure a prompt to extract the sender address

3. Test and save

This is useful when mailing on behalf of different senders.

Associate flows with specific companies:

• Keeps flows organized

• Enables company-specific billing

• Useful for agencies managing multiple clients

Q: Can I use the same flow for different document types? A: Yes, but your address extraction prompt should be general enough to work with all variants, or you may need separate flows.

Q: What happens if address extraction fails? A: You'll have the opportunity to manually enter or correct addresses before completing the order.

Q: Is there a limit to how many files I can include in a ZIP? A: There's no hard limit, but very large batches may take longer to process. Consider breaking into multiple uploads for 100+ files.

Q: Can I preview before sending? A: Yes, you'll see a summary before finalizing your order with options to review and edit.

Q: How do I know which page the address is on? A: By default, extraction looks at page 1. For multi-page documents where addresses are elsewhere, adjust the page setting in your extraction configuration.

Need help? Contact support or visit the help documentation at help.mailform.io