Mailroom

The Mailroom automatically routes incoming documents to the appropriate destination box based on forwarding rules. Assignment is based on the recipient address recognized on the document. If multiple destination boxes use the same address, the forwarding rules can be further refined using identifying characteristics, such as to distinguish between different departments.

Create a forwarding rule

1. In the DeepO settings, on the “Mailroom” tab, click “Add.”
2. Select a target box
3. Check the addresses on file. You can edit them using the pencil icon and add multiple addresses (e.g., headquarters and branch office).
4. Select an assignment criterion:
   • Address Matching Only: Forwarding based on the recipient’s address.
   • Address Matching and Attributes: In addition, certain words must appear on the document. This is useful when multiple destination boxes use the same address.
5. Compare recipient names:
   • Tolerant (recommended): Accepts minor variations and similar spellings in the address
   • Exactly: the recognized address does not allow for any deviations
6. When performing address matching, specify additional attributes:
   • Features: Enter one or more words to distinguish between the documents.
   • Link:
     • All (+): All words must appear, e.g., Finance and Controlling
     • Any one (/): At least one is sufficient, e.g., resident services or resident registration
   • Where are the features searched for?
     • In the recipient address block (recommended): Searches the entire recipient block, including department and “Attn:” lines.
     • On the entire first page: If the department is not listed in the recipient address block but, for example, in the body of the invoice.
7. Save.

Test Forwarding

In the Mailroom configuration, enable “Test Mode.” Upload a few invoices to the Mailroom box. Each document will receive a tag and a DeepFlow comment in the detail pane on the right.

Multiple matches are not a system error: The Mailroom does not assign the document arbitrarily, but leaves the assignment up to the user. This can happen, for example, with consolidated invoices for multiple departments.

Example: