When managing multiple mailpieces at once, PilotoMail helps you avoid mistakes by only showing the actions you can perform based on the type of mail you've selected.
This guide explains why certain buttons are disabled when you select multiple mail items, and how to use multi-select actions correctly.
What's the Difference Between Assigned and Unassigned Mail?
Before we dive into the actions, let's clarify what these terms mean:
Assigned Mail: Mail that has already been assigned to a specific mailbox. This mail belongs to a member and is waiting for them to take action (like requesting a pickup or scan).
Unassigned Mail: Mail that hasn't been assigned to any mailbox yet. This happens when the mail arrives to the mailbox and has been uploaded to PilotoMail.
How Multi-Select Actions Work
When you select multiple mail items, PilotoMail checks what type of mail you've selected and only enables the actions that make sense. Here's what happens in each scenario:
When You Select Only Unassigned Mail
Available Actions:
Assign – Assign this mail to a mailbox
Move – Move it to a different location
Remove – Remove it from the system
Disabled Actions:
Pick Up – You can't mark mail for pickup if it's not assigned to anyone yet
Re-assign – You can't re-assign mail that was never assigned in the first place
Note: If you hover over a disabled button, you'll see a message explaining why it's unavailable.
When You Select Only Assigned Mail
Available Actions:
Pick Up – Mark the mail as ready for the member to pick up
Re-assign – Move the mail to a different mailbox
Disabled Actions:
Assign – This mail is already assigned to a mailbox
Move – Assigned mail can't be moved to a different location
Remove – You can't remove mail that belongs to a member
Tip: If you need to move or remove assigned mail, you'll need to handle each piece individually or contact support.
When You Select Mixed Mail (Both Assigned and Unassigned)
If you accidentally select a mix of assigned and unassigned mail, all action buttons will be disabled.
This is because PilotoMail can't perform conflicting actions on different types of mail at the same time.
What to do:
Deselect all mail and start over
Select a group from the navigation bar (all assigned or all unassigned)
Perform actions on one group at a time
Need Help?
If you're unsure whether mail should be assigned or unassigned, or if you need to perform an action that's disabled, reach out to our support team. We're here to help!