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Checking In Mail Items

Last updated: Thu, 11 May 2017 21:16:28 GMT
iOFFICE Knowledge Center

Checking In Mail Items

To track delivery of a mail item arriving on site, it must be checked-in to the Mail module. You can check-in mail items via the desktop Mail module or the Mail App. Use the following procedures to check mail items in using the Check In screen in the Mail module.

Check In Process - Single Item

To check in a package using the new Check In screen, use the following procedure:

  1. Access the Check In screen by selecting Mail → Check In from the Sidebar menu. The Check In screen displays.

  2. Enter the tracking number for the package and press the TAB key. The User Search window displays, where you can search for and select the package recipient. In addition, the remaining fields display on screen.

    Enter tracking - new check in screen

  3. Locate and select the package recipient. The selected recipient displays in the Recipient field and the User Search window closes.

    Select Recipient - Check In screen

  4. Click the appropriate package type button.

    The following options are available:

  • Inbound. Click the Inbound button if the mail item was received at the mail center from an external source and is to be delivered to a user on site.

  • Interoffice. Click the Interoffice button if the mail item is being sent from one user to another user at the same location.

  • Outbound. Click the Outbound button if the mail item is being sent by a user on site to an external location.

 Select package type - check in screen

The fields displayed on screen are automatically updated to match the package type.

  1. Enter additional package information and click the Check In button to complete the check in process.

    Note: The recipient must have a mail stop configured. Click here for information on configuring mail stop.

    Check in package - Check In screen

    The package is checked in, and you can continue with the next package in your queue.

Check In Process - Multiple Items

To check in multiple packages for the same recipient, click the Multiple toggle to the right of the Add button - Mail Check In screen (Add) button prior to entering the first package. A new field displays allowing you to enter a second tracking number.

Enter multiple packages - Check In screen

Repeat this process until all tracking numbers are entered for the recipient. Once the associated tracking numbers are entered, you can enter the recipient by deselecting the Multiple toggle and pressing the TAB key or by clicking the User Search link in the Recipient field directly. The User Search window displays, allowing you to search for and select the corresponding recipient.

Transferring Items Between Centers 

At hub-and-spoke mail centers that transfer packages from a central processing center to a destination center, operators at the central location must mark packages as "transferred" to the destination center prior to package delivery. 

To register a package as transferred to the destination center, enter the tracking number for the package in the Tracking Number field on the Check In screen and press the TAB key. The Transfer option displays. Click the Transfer button to mark the package as transferred to the destination center.

Transfer option - Check In screen

Note: The destination center must be selected in the Center field in the top-right portion of the screen for the transfer option to display.

The package can then be delivered as normal by the assigned operator at the destination center.