What is the Postbag in agentOS and how do I use it?

The Postbag is used for authorising and sending system-generated letters and emails. When certain documents are generated — such as agreements or gas safety reminder letters — they collect in the Postbag and await your authorisation before being sent by email, Whistl, or printed and posted.

You can also use the Whistl integration to physically send letters via the postal service. To activate this feature, contact support@agentos.com.

Accessing the Postbag

Go to the Office tab and select Postbag.

Authorising letters

Within the Postbag, select Authorise Letters on the left-hand side. You will see filters at the top of the screen where you can adjust the view by date range and staff member.

The list shows all letters that need to be authorised or skipped. Each item will indicate whether the system intends to send the document by email or by post.

To authorise an individual letter, click the Actions button along that row and select Authorise.

Bulk authorising or skipping

You can bulk authorise or skip items by ticking the boxes to the left of each letter and selecting the relevant option at the bottom of the screen. This works page by page.

Writing a free-write letter to a contact

To write a one-off letter to someone on the system:

1. Use the search bar to find the relevant person by name.
2. Open their record from the search results.
3. Click the Actions button within their profile.
4. Select Write a Letter from the dropdown.

The system will give you the option to choose a saved template (set up via the control panel) or to write a one-off letter with no template. Select your preference and click Write a Letter.

A tick box at the top of the screen allows you to send the letter via email as an attachment. Once you have written your content, click Write a Letter to send it to the Postbag for authorisation.

If you need any assistance, contact support@agentos.com.