Sortify Case Study — Building a Cloud-Native Digital Mailroom Automation Platform
From manual logging chaos to a cloud-native, fully automated delivery system.
Client Overview
Sortify is a cloud-native SaaS mailroom automation platform that digitizes package delivery workflows, enabling faster tracking, real-time visibility, and seamless communication between teams.
Project Goal
Transform manual mail operations into a digital-first delivery ecosystem, improving efficiency, accuracy, and scalability across facilities.
Requirement Analysis & Planning (Weeks 1-4)
Key Focus: Understand mailroom pain points and define a digital-first blueprint for the Sortify mailroom automation platform.
Challenges Identified:
- Manual logging and check-in delays
- Lost/misplaced packages
- No visibility or audit trail for deliveries
Solutions Implemented:
- ✓Conducted stakeholder interviews with mailroom staff & recipients
- ✓Designed system architecture + database schema
- ✓Built API documentation for check-in/out, notifications, and audit trail
- ✓Created wireframes for Admin, Staff, and Recipient dashboards
Milestone: Blueprint Completed
Outcome: Foundation for a cloud-ready, intelligent delivery system built for scalability
Development (Weeks 5-14)
Key Focus: Build the full-stack Sortify digital mailroom automation system — backend, frontend, and cloud integration.
Backend Development (6 Weeks):
- Core infrastructure setup (Node.js / Python stack)
- Role-based access & authentication
- Package management system with barcode scanning & digital proof
- Automated email/SMS notification engine
- Cloud-hosted database with real-time analytics
Frontend Development (4 Weeks):
- Responsive UI with delivery dashboards
- Real-time tracking + status visualization
- Admin analytics & reporting
- Mobile optimization for tablets and kiosks
Milestone: Alpha Version Deployed on Staging
Outcome: Fully functional digital mailroom environment ready for testing
Testing & Quality Assurance (Weeks 15-18)
Key Focus: Validate data accuracy, performance, and security of the Sortify automation platform.
Challenges Identified:
- Reducing error rates in tracking & logging
- Ensuring end-to-end data protection
Solutions Implemented:
- ✓Unit & integration testing of 30+ endpoints
- ✓Load-tested for high-volume deliveries (5,000+ concurrent)
- ✓99.9% accuracy verified for delivery logs
- ✓User Acceptance Testing (UAT) with pilot facilities
- ✓Compliance checks for privacy and chain-of-custody
Milestone: System Passed QA Benchmarks
Outcome: Secure, reliable, and scalable system with 0 lost packages
Deployment & Launch (Weeks 19-20)
Key Focus: Deploy production-ready Sortify cloud mailroom system and onboard clients.
Deployment Steps:
- ✓Set up production environment on AWS cloud
- ✓Migrated staging data to live system
- ✓Configured analytics dashboard for admins
- ✓Conducted team training sessions + video tutorials
- ✓Post-launch monitoring & support (99.9% uptime)
Milestone: Go Live with First Batch of Facilities
Outcome: Fully operational digital mailroom serving corporate offices and residential buildings
Key Performance Outcomes
Package Processing Time: Manual 5–6 min ⟶ 1–2 min (70% faster)
Tracking Accuracy: Limited ⟶ 99% + real-time audit
Staff Productivity: High manual load ⟶ 60% increase
User Experience: No notifications ⟶ Instant alerts & self-service
Scalability: Single server ⟶ Multi-tenant cloud-ready
Outcome Summary — Sortify's Results at a Glance
Sortify evolved into asmarter, faster, and paperless mailroom automation system,redefining how organizations manage deliveries and communication. Within 20 weeks, the platform achieved 70% faster processing, 99% tracking accuracy, and 95% satisfaction, all in a secure, cloud-ready architecture.
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