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Mailroom Assistant (EN)

Mailroom Assistant is an AI-powered renaming tool designed to streamline the organization of scanned documents and emails (.pdf and .msg files). By leveraging OCR’d text and ChatGPT, Mailroom Assistant automatically generates meaningful filenames based on date, sender, and a suggested description.

Getting Started

  1. Download the Mailroom Assistant binary and the auto-updater program.
  2. Place both in the same folder.
  3. Double-click the Mailroom Assistant icon to open the app.
  4. The Settings window appears immediately to help you configure your API key.

Configuration

API Key & Model

  1. In the Settings window under OpenAI, paste your API key into the API Key field.
  2. Click Test to verify your key.
  3. Click Refresh List to load available AI models.
  4. Select your preferred model (e.g., gpt-4 or gpt-3.5-turbo).
  5. Click Save and Close when you’re done.

Abbreviations

  • Go to the Abbreviations tab in Settings.
  • Add any sender names you’d like shortened (e.g., Long: OBI GmbH → Short: OBI).
  • Click Save and Close to apply.

Special Senders

  • In the Special Senders tab, set Termin Days Offset (e.g., 3 adds three days to the date).
  • List each special sender on its own line.
  • Files from these senders will be renamed with a TER prefix (e.g., TER3-2025-06-22-ACME-Invoice).

General Settings

  • Language: Choose your UI language.
  • Minimum Page Length: Ignore empty or very short documents.
  • Max Transmit Chars: Limit how much text is sent for AI processing.
  • Processing Delay: Set a small wait time after each file.

Usage

File Placement

Drop all .pdf and .msg files into the same folder as the Mailroom Assistant binary and auto-updater.

Watch Mode

  1. Open the app and click Watch Current Directory.
  2. Any new files added to the folder will be renamed automatically.

Manual Mode

  1. Click Start Manual Run.
  2. The app will scan and rename all existing files in the folder at once.

Filename Format

  • Default:

YYYY-MM-DD-SENDER-DESCRIPTION

Example: 2025-06-19-ACME-Inc-Invoice

  • Special Senders:

TER<offset>-YYYY-MM-DD-SENDER-DESCRIPTION

Example: TER3-2025-06-22-ACME-Inc-MeetingNotes

  • Abbreviations are applied to the sender name if configured.

Troubleshooting

  • No OCR detected Ensure your PDF has selectable text. Run OCR in your scanner software if needed.

  • API Key Test Fails Verify the key in your OpenAI account and internet connection.

  • Unexpected Names Re-open Settings to adjust prompts or abbreviations, then re-run.

Thank you for using Mailroom Assistant! For further help, reach out to conor@manusit.com