AI File Intake: How Mail Is Processed and Routed

Overview

Origin's AI File Intake system automatically processes incoming physical mail in near real-time. When a mail scanning provider (Stable) finishes scanning a piece of mail, Origin retrieves the scanned file, runs it through AI-powered classification, and routes it to the right team member -- all without manual intervention.

How It Works

Step 1: Real-Time Mail Retrieval

When Stable completes scanning a mail item, it sends a webhook event (mailItem.scan.completed) to Origin. Origin immediately creates a file record and queues it for AI processing. There is no batch delay -- files are picked up the moment scanning finishes.

A daily sync task also runs as a safety net, ensuring any mail items that may have been missed by the webhook are still captured.

Step 2: AI-Powered Processing

Once a file is queued, the AI intake pipeline performs the following automatically:

• Unit Association -- The AI reads the scanned document and identifies which unit (property address) the mail belongs to. If a direct address match is not found, the system attempts to match via HOA records or resident name lookup.
• Information Extraction -- Tracking numbers, sender name, and sender address are extracted from the document.
• Content Classification -- Each file is categorized into a category and subcategory (e.g., Insurance / Policy Renewal) based on the content of the document.
• Corporate Document Detection -- Documents identified as corporate (not property-specific) are flagged and handled separately.
• Automatic File Renaming -- Files are renamed using the format UnitAddress_Category_Subcategory.ext, making them immediately identifiable when downloaded.
  

Step 3: Task Notification and Routing

After AI processing completes, a task is automatically created and assigned to the operator responsible for the file's category. This task appears in the operator's task queue immediately, enabling them to review and act on the file without delay.

When the operator reviews and confirms the file (by creating or completing the associated task), the file's intake status is automatically updated to Completed.

Multi-Unit Mail

If the AI determines that a single piece of mail applies to multiple units (for example, an HOA notice covering several properties), Origin creates a separate file record for each unit. Each copy is independently categorized and routed to the appropriate operator.

Fallback Behavior

If the AI cannot match a file to a specific unit but the file's category is configured for fallback assignment, the file is assigned to a designated test unit so it still enters the review queue rather than being lost.

Key Details

Mail Source	Stable (physical mail scanning service)
Processing Trigger	Webhook on scan completion (near real-time)
AI Capabilities	Unit matching, category/subcategory classification, sender extraction, tracking number extraction, corporate document detection
File Naming Format	UnitAddress_Category_Subcategory.ext
Operator Notification	Automatic task creation on file intake completion