Field	Details
Document Type	🛠️ Operator SOP
Applies To	Mailobject Preparing System & Quadient Inserting/Sorting Operations
Effective Date	12/29/2025
Written by	Ali Sabzali
Revision	1.2

---

This SOP defines the standardized process for preparing, processing, and dispatching mailings using the Mailobject system and the Quadient inserting/sorting system. It ensures consistent operations, accurate mail piece identification, proper container preparation, and strict compliance with USPS mailing requirements.

---

This procedure applies to all mailing preparation and processing activities performed on the Mailobject and Quadient systems, including:

• Job loading and batch management.
• Container handling and physical capacity verification.
• Presorting verification and final mailing closure.

---

Click to expand Terminology (Mailing, Batch, Job)

3.1 Mailing

A complete shipment consisting of all mail pieces prepared for dispatch as a single unit (completed and in-progress). A mailing must remain open until all processing is complete.

3.2 Batch

A grouping of jobs scheduled for processing on the Quadient system that share the same mail classification. A batch may include jobs from different mail owners.

3.3 Job

A defined set of mail pieces processed as a unit. Each job belongs to a specific Mail Owner (the client/entity).

3.4 Job Status

• ⚪ Pending – Job not yet loaded to the machine.
• 🔵 Processing – Job actively being processed.
• 🟢 Completed – Job processing finished.

3.5 Mail-ID (Unique Identifier)

Each mail piece has a unique 9-digit MID – 7-digit Serial Number.

• Usage: Printed above the barcode. Used to identify, search, and verify individual pieces.

---

1. Mailing includes all completed and in-progress jobs.
2. Ensure all containers are correctly marked before closure.

---

• Single classification per batch.
• Jobs may belong to different mail owners.

• Frequency: The list refreshes every 10 minutes.
• Pending Jobs: These may be carried forward to the next mailing if not loaded.

---

View Tray Specifications & Weight Limits

6.1 General Handling

• Governed by physical size, mail thickness, and weight.
• No overfilling.
• One open container per classification; others must be marked Full.

6.2 Letter Tray Handling (1ft, 2ft, EMM)

Type	Max Linear Footage	Typical Piece Range	Key Use / Constraint
Tray 1FT	1 Foot	350 – 500	Finish out a presort level. Max 70 lbs
Tray 2FT	2 Feet	700 – 1,000	Maximize volume per tray. Max 70 lbs
Tray EMM	2 Feet	700 – 1,000	For EMM letters (up to 6-1/8"). Max 70 lbs

6.3 Flats, Parcels, and Sacks

• Flat Trays (Tubs): Large envelopes/catalogs. Filled to capacity or 50 pieces. Max 70 lbs.
• Sacks (Bags): Parcels and residual mail. PMOD sacks require labels. Max 70 lbs.

---

When a container reaches capacity, follow these steps to split:

1. Open the container in the system.
2. Mark it as Full.
3. Search for specific pieces using the Mail-ID.
4. Select the pieces to be moved.
5. Select the Destination container.
6. Click Move.

---

View Final Checklist & Rate Requirements Matrix

8.1 Pre-Closure Checklist

• All jobs are Completed.
• No jobs are in Processing status.
• Containers are correctly marked.
• Presorting Checklist reviewed and printed.
• No Pending jobs remain that should have been loaded.

8.2 Mail Rate & Overflow Matrix

Mail Type	Automated	Rate Name	Tray Requirement	Min Volume	Overflow Rule
LETTER	✅ Y	5D	Optional	150	One less than full tray permitted
LETTER	✅ Y	AADC	Optional	150	One less than full tray permitted
LETTER	✅ Y	MIXED AADC	Required	N/A	One less than full tray permitted
LETTER	❌ N	AADC ORIGIN	Required	N/A	One less than full tray permitted
LETTER	❌ N	AADC	Required	Full Tray	NOT permitted
LETTER	❌ N	MIXED AADC	Required	N/A	One less than full tray permitted
FLAT	✅ Y	5D	Optional	50	One less than full tray permitted
FLAT	✅ Y	3D	Optional	50	One less than full tray permitted
FLAT	✅ Y	ADC	Optional	50	One less than full tray permitted
FLAT	✅ Y	MIXED ADC	Required	N/A	One less than full tray permitted
FLAT	❌ N	5D	Optional	50	NOT permitted
FLAT	❌ N	3D	Optional	50	NOT permitted
FLAT	❌ N	ADC	Optional	50	NOT permitted
FLAT	❌ N	MIXED ADC	Required	N/A	One less than full tray permitted

1. Verify checklist accuracy.
2. Finalize and Submit mailing in the system.
3. Release for physical dispatch.

---

---

Assume the business day has started, it is 8:00 AM, and the operator turns on the Quadient machine and waits for jobs to be received by the machine. Suddenly, a First-Class batch containing 4 jobs enters the machine in a predefined order. Based on the batch classification, the operator loads and prepares the appropriate envelope types and paper into the machine.

After pressing the Start button on the machine, the batch begins processing and producing the mailpieces. The operator then goes to the Preparing page, where the list of jobs in that batch is displayed. The operator can either manually confirm that the jobs have been loaded into the machine, or choose Auto Loading and let the automation handle this process.

When Auto Loading is selected, the operator no longer has full control over determining when a mailing no longer needs additional loading and is ready to be handed off to the postal carrier. Instead, batches are continuously added to an open floating mailing, which prevents the postal carrier from picking up mail multiple times during the day. As a result, the mailing can only be closed and handed over to the post office at the end of the day.

Therefore, the key difference between Auto Loading and Manual mode is:

• Manual Mode: The operator can explicitly decide when to close a mailing, allowing the postal carrier to pick up that mailing during the day.
• Automatic Mode: The operator must wait until all jobs for that day are completed and no more batches are loaded into the machine before the mailing window can be closed and the mailing becomes ready for pickup.

As shown on the Preparing page, we display information for each open mailing window, such as when the mailing was opened (for example, 8:00 AM, 12:00 PM, or 3:00 PM). However, the Created Time option displays the elapsed time since the mailing was created. This is more practical, because operators may be working in different time zones—for example, an operator in Las Vegas versus one in Millville, New Jersey. To maintain consistency in time representation and avoid confusion caused by showing UTC time, we display the duration since the mailing was created instead.

Note: The Sample Mode control on this page is used only in the test environment and will not be visible in production.

Now, assume the system is in Manual mode and, as an operator, you need to confirm that a job has been loaded into the Quadient machine. Once you do this, the system automatically checks whether a container exists for that classification.

1. If no container exists, or if all existing containers are full, a new container is created and all mailpieces for that job are placed into the new container.
2. Otherwise, if there is an existing container that is not yet full, the mailpieces are added to that container.

The Golden Rule: For each classification, there is never more than one open (not full) container at any time. Either all containers for that classification are full, or there are some full containers plus exactly one container that is not yet full.

The list of batches and jobs on this page is updated every 10 minutes, and the status of each job is retrieved from the Docufree server. Please avoid refreshing this page unless it is absolutely necessary.

---

Very important note: Because the “full” status of a container depends on three factors—the container type, the container weight, and the amount of remaining free space—it is not possible for the automation to determine with complete accuracy when a container is truly full. In practice, an operator recognizes that a container is full by visually inspecting it.

As a result, containers are never automatically set to a “full” status on this page. Instead, the operator must manually set this status for each container.

When you click on a container, a page opens displaying:

• Top: Container details.
• Middle: A list of the mailpieces inside it.
• Bottom: Additional attributes and container-related operations.

One of these controls is the Mark as Full switch, which allows the operator to indicate that the container is now full. After this confirmation, any subsequent mailpieces—once their loading is approved—will be placed into the next available empty container.

A blinking red warning icon displayed in a container’s title indicates that the container is either still empty, or that it contains certain mailpieces which need to be removed and placed into another container with a different sort code and postage rate. This is most commonly used during sorting operations aimed at achieving higher postal discounts.

Assume a container becomes full and an overflow occurs when a new job is loaded. In this situation, the operator needs to determine which mailpieces must be placed into a new container. Specifically, the operator needs to identify the range of mail IDs—from which mail ID to which mail ID—that should be moved. This range can be easily determined by looking at the first and last mailpieces involved in the overflow.

The process is as follows:

1. The operator opens the container where the overflow occurred and marks it as Full.
2. Next, in the Mail ID search box, the operator enters the starting Mail ID, followed by a comma, and then enters the serial number of the last mailpiece. Using this method, only the mailpieces within that specified range are displayed in the list.
3. The operator selects the Select All checkbox at the top of the list to select all mailpieces in that range.
4. The operator clicks the Move to New Container button.

The system then creates a new container with the same classification and moves all selected mailpieces into it. Please note that each container has a unique ID and a barcode; within our system, we primarily work with the container ID.

Caution: Ensure that no additional mailpieces are accidentally selected by mistake before initiating the transfer. Any unintended selection could result in those mailpieces being moved to the new container along with the overflow items.

The container page has additional uses as well:

• Correction: If mailpieces need to be moved between similar containers (e.g., sent to the wrong container), you can correct this by knowing the container IDs and mailpiece IDs. Open the incorrect container, locate and select the mailpieces using the advanced search box, find the correct destination container by its ID, and execute the move operation.
• Printing: You can download and print the label
• Configuration: You can configure or change the container type or Void selected Mail-Pieces.

Continue this process until you are ready to close a mailing and prepare it for handoff to the postal carrier.

Very Important: You must wait until every job that is currently Processing by the Quadient machine and belongs to this mailing is fully completed, and all of its mailpieces have been properly placed into the mailing and the appropriate containers. Only then can you close the mailing. Otherwise, the system will not allow the mailing to be closed, and it will not be accepted by the postal service.

Finality: Once you close a mailing, it cannot be reopened or edited. At that moment, all information is finalized and submitted to the postal service’s system.