Intake Routing lets you automatically direct incoming legal requests to the right person (or team/group – coming soon) based on information submitted in the intake form.
Rather than manually triaging each submission, you define logic rules that evaluate form field values and route the request to a specified individual or group -saving time and reducing the risk of requests being missed or misassigned.
How it works
Routing logic is built from one or more Condition Groups. Each group contains a set of conditions (based on form field values) and a routing destination. When an intake form is submitted, Xakia evaluates the condition groups in order. The first group whose conditions are met determines where the request is routed.
If no condition group matches, the form's default access and notification settings apply. Routing rules work alongside existing user permissions - they supplement them, they do not override them.
About Routing Logic
• Conditions within a group are evaluated using the logic operator (AND/OR) shown between them.
• Each condition group defines its own routing destination.
• AND/OR operators between groups determine when each routing rule applies.
• Routing rules supplement existing user permissions - they do not override them.
Default behaviour: If an intake request does not match any condition group, the form's default access and notification settings will apply.
Processing order: Condition groups are evaluated top to bottom. The first matching group determines the routing destination. Drag and drop groups to reorder them.
Remember to publish: Save your changes, then select Publish Changes to apply updated routing rules to all future submissions.
Navigate to Intake Routing
Open the intake form you want to configure, then click the blue 'Add Intake Routing' button in the bottom left corner of the screen.
Step 1: Create a Condition Group
The Intake Routing Logic modal opens. Each condition group represents one routing rule. To create your first group:
Enter a name for the Condition Group in the group name field (for example, 'Cost Centre AB1'). This name will appear in the form editor once saved, so choose something descriptive.
Build your condition: select the form field you want to evaluate, then choose an operator (such as Is or Is Any Of), and finally select the value to match against.
Set the routing destination: under 'Then route to', select the individual user or group the request should be sent to when this condition is met.
Step 2: Add AND / OR conditions (optional)
You can refine a condition group by adding a second condition using AND or OR logic.
To do this, click 'Add AND condition' or 'Add OR condition' within the group.
Note: A maximum of 2 conditions is allowed per condition group. Once the limit is reached, the Add AND condition and Add OR condition buttons will be replaced by a 'Maximum 2 conditions per group' label.
Conditions within a group use the logic operator you select (AND/OR) between them. Use AND when both conditions must be true, and OR when either condition being true is sufficient to trigger the routing.
Step 3: Add more condition groups
To route different submissions to different recipients, click 'Add another condition group' and repeat the process for each routing rule you need.
Condition groups are evaluated in the order they appear. The first group whose conditions are met wins.
To change the evaluation order, drag and drop the groups using the handle on the left of each group header.
Tip: The Routing Logic summary at the top of the modal displays your rules as readable sentences (for example, 'If Cost Centre Is AB1, then route to Simon Vallegra'). Use this as a quick sanity check before saving.
Step 4: Save your routing logic
When you are happy with your routing rules, use the buttons in the top right of the modal:
Save & Close: saves the routing logic and returns you to the intake form editor.
Save: saves your progress and keeps the modal open so you can continue editing.
Managing intake routing
Once routing logic has been saved, the active condition group names are displayed in the bottom left corner of the intake form editor screen.
To edit, add, or delete routing rules, click the 'Manage Intake Routing' button.
Result
When a routed intake request is submitted, it appears in the Routed to me section of the Legal Requests screen for the specified recipient. The section displays a count of routed requests and lists each one with its request type, number, status, business unit, contact, and dates.
Recipients can hover over the routing icon next to a request to see which routing rule was applied. They can then open and manage the request as normal.
Limitation
Each condition group supports a maximum of 2 conditions. If your routing logic requires more granular conditions, create additional condition groups to cover each scenario. Note also that routing rules supplement existing user permissions — a user who does not otherwise have access to a form will not gain access purely by being a routing destination.
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Need help?
If you have any questions, please contact us at support@xakiatech.com or reach out to your Customer Success Manager.