Inbox routing (Settings → Communication → Inbox Routing) makes sure incoming messages automatically end up in the right place, instead of all piling up in the same inbox. It checks every new email and beA message against a set of rules and moves it to a different folder when needed – reliably, in the background, with no one having to sort by hand.
Why inbox routing?
Without pre-sorting, all of a mailbox’s communication lands in a single inbox folder: important deadline-critical matters mixed in with newsletters, confidential beA mail sitting next to everyday correspondence. That costs time and creates a risk that something gets overlooked.
Inbox routing automates this sorting. The target folders are the same ones you set up for the email or beA mailbox. This lets you build a clean filing structure that incoming messages sort themselves into.
How the routing works
- Per mailbox, you set up as many rules as you like. Each rule has a condition in FEEL, a source and a target folder, and a priority.
- When a new message arrives in the source folder, the router checks the rules in order – lower priority first. The first matching rule moves the message to its target folder; the check then ends for that message.
- This way, specific rules (low number) catch special cases before a general catch-all rule applies – similar to email filters, but including the beA metadata of electronic legal correspondence.
Creating a rule
Regel hinzufügen (“Add rule”) opens the rule editor. It’s split in two: on the left you define the rule, on the right is the variable reference – clicking a variable copies it into the condition.
| Field | Meaning |
|---|---|
| Name | the rule’s label. |
| Bedingung (FEEL) | the FEEL expression that decides, based on the message’s variables, whether the rule applies – e.g. contains(SUBJECT, "Mahnung"). |
| Quellordner | the folder the message arrives in and is checked against. |
| Zielordner | where it’s moved to if the condition matches. |
| Aktiv | switches the rule live. |
| Als gelesen markieren | also marks the moved message as read. |
| Postfächer & Priorität | via + Zuordnung you assign the rule to one or more mailboxes and give each a priority (lower first). Use Entfernen to remove an assignment. |
Conditions in FEEL
The condition is a FEEL expression that evaluates to true or false. It reads the properties of the incoming message as variables, listed on the right of the editor – clicking one copies it. Example: contains(SUBJECT, "Mahnung") moves every message whose subject contains “Mahnung” (dunning notice); FROM = "gericht@example.de" matches a specific sender.
Variables available for every message
| Variable | Content |
|---|---|
ID |
unique technical ID of the message |
RECEIVEDDATE / SENTDATE |
date received / sent (German format) |
FROM |
sender address |
TO / CC / BCC / REPLYTO |
recipient, cc, bcc, and reply-to addresses (separated by ;) |
SUBJECT |
subject line |
CONTENT |
text content / message body |
HASATTACHMENT |
has attachments ("Ja"/"Nein") |
ATTACHMENTS |
file names of the attachments (separated by ;) |
FLAGS |
flags set (e.g. read, flagged) |
FOLDER |
folder the message is in |
TYPE |
type of the message |
Additional beA variables
For beA messages, extensive metadata from electronic legal correspondence is available:
| Variable | Content |
|---|---|
BEA_CONFIDENTIAL |
marked as confidential ("Ja"/"Nein") |
BEA_EEBREQUIRED |
acknowledgment of receipt (EEB) required |
BEA_STRUCTURETYPE |
structure type of the beA message |
BEA_RECEPTIONTIME / BEA_DELIVERED / BEA_SENT |
receipt in the beA system / delivery / sent |
BEA_REFERENCE_RECIPIENT / BEA_REFERENCE_SENDER |
recipient’s / sender’s reference number |
BEA_XJUSTIZ_OWNREFERENCEID / BEA_XJUSTIZ_REFERENCEMESSAGEID |
own / referenced XJustiz reference |
BEA_XJUSTIZ_HASEEB / BEA_EEB_SUCCESS |
EEB present / EEB successfully transmitted |
BEA_EEB_DELIVEREDAT / BEA_EEB_DENIALREASON / BEA_EEB_DENIALCODE |
EEB delivery time / rejection reason/code |
BEA_VERIFICATION_STATUS / BEA_VERIFICATION_HASREPORT |
signature verification status / verification report present |
BEA_VERIFICATION_BUSINESSCARD / BEA_VERIFICATION_GENERALREPORT |
sender’s business card / general verification report |
Use case 1: filtering out confidential beA mail
Messages marked as confidential in beA should often not be visible in the general mailbox, but only to authorized people. A rule with the condition
BEA_CONFIDENTIAL = "Ja"automatically moves such messages into a protected target folder – keeping sensitive content separate from the general inbox without anyone having to re-sort it manually.
Use case 2: parallel operation with automatic ownership checks
When DEPLAW is used for a specific project within your existing landscape, DEPLAW and regular firm operations often share the same communication channels (email, beA, etc.). To keep both systems running cleanly side by side, inbox routing checks every incoming message to see whether it belongs to a case managed in DEPLAW:
- Matching messages stay in DEPLAW and are processed further there.
- Non-matching messages move to a subfolder and are made available from there to other systems.
This lets you run a parallel setup, where an automated check handles the “belongs to DEPLAW / doesn’t belong to DEPLAW” decision – no one has to manually separate the shared channels.