> ## Documentation Index
> Fetch the complete documentation index at: https://docs.pluvel.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Mail Actions

> Forward, download, archive, or shred your business mail.

A piece of mail arrives. You read the scan. Now what?

If it's important, download a copy or forward the original to your home office. If it's routine, archive it to keep your inbox clean. If it's junk, shred it — we'll destroy the physical document so it doesn't pile up in storage.

Once your mail is scanned, you control what happens next. Everything happens from your dashboard.

## Available actions

| Action   | What It Does                           |
| -------- | -------------------------------------- |
| Download | Save a PDF copy to your device         |
| Forward  | Ship the physical mail to an address   |
| Archive  | Move to archive (out of main inbox)    |
| Shred    | Securely destroy the physical document |
| Email    | Send the PDF to someone via email      |
| Add Note | Attach a note for your records         |

## Downloading mail

To save a local copy:

1. Open the document
2. Click **Download**
3. PDF saves to your device

### Bulk download

Download multiple items at once:

1. Select items with checkboxes
2. Click **Download Selected**
3. Receive a ZIP file with all PDFs

### Download format

* Format: PDF
* Resolution: 300 DPI
* Color: Full color (matches original)
* OCR: Text layer embedded for searchability

## Forwarding physical mail

Request the original document shipped to you:

<Steps>
  <Step title="Click Forward">
    Open the document and click **Forward**.
  </Step>

  <Step title="Choose destination">
    Select from saved addresses or enter a new one.
  </Step>

  <Step title="Select shipping">
    Choose shipping speed:

    * Standard (3-5 business days) — Free
    * Expedited (2 business days) — \$9
    * Overnight (1 business day) — \$25
  </Step>

  <Step title="Confirm">
    Review and confirm. We ship within 1 business day.
  </Step>
</Steps>

### Tracking forwarded mail

After requesting forwarding:

1. Go to **Mailroom → Forwarding**
2. See status and tracking numbers
3. Click tracking link for carrier updates

### Saved addresses

Add frequently used addresses:

1. Go to **Settings → Mailroom → Forwarding Addresses**
2. Click **Add Address**
3. Use it for quick forwarding

## Archiving mail

Move mail out of your active inbox:

1. Open the document
2. Click **Archive**

Or archive in bulk:

1. Select multiple items
2. Click **Archive Selected**

### What archiving does

* Removes from main inbox
* Preserves the document and scan
* Accessible in **Mailroom → Archive**
* Does not affect the physical document

### Restoring from archive

1. Go to **Mailroom → Archive**
2. Find the document
3. Click **Restore to Inbox**

## Securely shredding mail

Request destruction of the physical document:

<Warning>
  Shredding is permanent and irreversible. The physical mail is destroyed. The digital scan remains in Pluvel for your retention period.
</Warning>

1. Open the document
2. Click **Shred**
3. Confirm destruction

### Shred confirmation

You'll receive email confirmation when shredding is complete. Typically within 3 business days.

### Bulk shredding

Shred multiple items:

1. Select items
2. Click **Shred Selected**
3. Confirm the batch destruction

### Shredding standards

* Cross-cut shredding (P-4 security level)
* Certificate of destruction available on request
* Meets HIPAA and PCI requirements

## Emailing documents

Send a PDF copy via email:

1. Open the document
2. Click **Email**
3. Enter recipient email address(es)
4. Add an optional message
5. Send

The recipient receives the PDF as an attachment.

### Email tracking

View sent emails in **Mailroom → Sent**. See delivery status and opens.

## Adding notes

Attach notes to documents for your records:

1. Open the document
2. Click **Add Note**
3. Type your note
4. Save

Notes appear in the document timeline and are searchable.

### Note examples

* "Called IRS about this notice on 3/15"
* "Forwarded to accountant for review"
* "This is regarding our 2024 annual report"

## Action history

Every action is logged in the document timeline:

| Date         | Action     | By                                                      |
| ------------ | ---------- | ------------------------------------------------------- |
| Mar 15, 2025 | Viewed     | [jordan@company.com](mailto:jordan@company.com)         |
| Mar 15, 2025 | Note added | [jordan@company.com](mailto:jordan@company.com)         |
| Mar 16, 2025 | Emailed    | Sent to [accountant@cpa.com](mailto:accountant@cpa.com) |
| Mar 18, 2025 | Archived   | [jordan@company.com](mailto:jordan@company.com)         |

Access the timeline by clicking **History** in the document viewer.

## Automated actions

Set up rules for automatic handling:

1. Go to **Settings → Mailroom → Rules**
2. Create a rule:
   * If sender is \[Bank Name]
   * Automatically archive after 30 days

### Example rules

| Condition                   | Action                  |
| --------------------------- | ----------------------- |
| Category is Junk            | Auto-shred after 7 days |
| Sender contains "Statement" | Archive after 60 days   |
| Category is IRS             | Never auto-archive      |

<Card title="Mailroom settings" icon="arrow-right" href="/features/mailroom/settings">
  Configure notifications and preferences.
</Card>