Interface of the Edit Document Data Window

In the "Edit Document Data" window, you'll find an indexing assistant. This will guide you through the steps

• "Document Assignment"
• "Register"
• "Document Data"

The step "Participant" will appear if a file reference to a winsolvenz.p4 file has been stored for the selected file.

For a winsolvenz.p4 file, the following steps are offered:

• "Document Assignment"

• "Participant"

• "Register"

• "Asset"

• "Details"

• "File Reference":

  The step "File Reference" is added if a file reference to another file has been stored for the selected winsolvenz.p4 file.

  

Batch Processing (bottom left)

"Enabled": You want to edit the document data of each document from the document list one by one: After closing the "Edit Document Data" window with the Done button, the next document in the document list is automatically marked, and the "Edit Document Data" window opens to index the marked document.

If you close the "Edit Document Data" window with the Cancel button, batch processing will end.

If you have more than one document marked in the document list and the "Edit Document Data" window was opened via the document list's context menu, enabling the Batch Processing checkbox has no effect.

** Help in Case of Problems **

During batch processing, you receive the message:

Close the message and click the Cancel button in the "Edit Document Data" window.

• The documents have been permanently locked by another user.

  Add the "Locked by" column to the document list via the context menu option "Column Selection". Have the document unlocked by the displayed editor or an administrator.

• The documents are open for editing.

  Add the "Locked by" column to the document list via the context menu option "Column Selection". Have the document unlocked by the displayed editor or an administrator.

• The document data of the documents is being edited by another user.

  Add the "Locked by" column to the document list via the context menu option "Column Selection". Have the document unlocked by the displayed editor or an administrator.

• You only have read access rights for the document.

  Select the document and open the document list's context menu with the right mouse button. Through "Administration" > "Change Access Rights …" > "Hierarchy", you can view your access rights to the document in the "Access Hierarchy" window. If the determined effective right is read access, have an administrator or a user with full access rights to the document assign you write access.

Once the issue is resolved, mark the first skipped document, and you can continue with batch processing.

Alternatively, you can also continue batch processing directly after closing the message. However, the document data of the skipped documents will not be processed within the batch processing.

Note the skipped documents and edit the document data of these documents at a later time or stop the batch processing and assign a task to the skipped documents.

Step "Document Assignment"

In the step "Document Assignment", you can

• Edit the document title of a document as well as important information about the document
• Edit the comment on a document
• Assign documents to a file
• Assign documents to a folder
• Remove the assignment to the file/folder
• Create new files and folders
• Insert cached index data
• Assign document categories.

Upper Window Area

Here, the current Document Title, the currently assigned File, and its File Type are displayed. No input is possible.

"Document Data" Area

In the "Document Data" area in the step "Document Assignment", you can

• change the document title of a document

• add and edit a comment on a document

• add or edit general document data

• insert cached index data

• assign document categories.

The "Document Data" section includes the following elements:

Title

Here you can change the document's title. Press the [F2] key to position the cursor in this input field. The last 100 entries of the logged-in user are offered in a dropdown list.

Comment

Here you can enter a comment on the document.

Source

A display field that provides information about the origin of the document.

Button (Insert Cached Index Data)

Click this button to transfer cached index data to one or more documents. In the "Document Data" window, you can copy the index data of a document marked in the document list to the clipboard.

Note
This button is only active if index data has already been copied.

If the file or folder type of the source and target document differs, you will lose all topic-specific document data in this process.

System-generated data (e.g., "Created on" or "ID") is not copied.

Please note when copying index data that in the "Document Data" window, the index data of the document that was last clicked in the document list is always displayed in case of multiple selections.

Always mark only one document in the document list if you want to copy the index data of a document.

You can transfer the index data of a document to more than one document at the same time. To do this, mark the desired documents in the document list and open the "Edit Document Data" window.

Click the button (Insert Cached Index Data) there to apply the index data to all documents marked in the document list.

Copying the index data overwrites any existing index data of the marked target documents. This process cannot be undone.

Written on

• Enter the date of the writing.

Date In/Out

• Enter the incoming or outgoing date of the writing.

Mail Route

Choose one of the following options to set the mail route.

• "Incoming" should be activated if the document is an incoming document.
• "Outgoing" should be activated if the document is an outgoing document.
• "Internal" should be activated if the document is an internal document.
• "Draft" should be activated if the document is a draft.

Document Category

In the standard DESK, document categories can be configured with assigned colors. These categories can be assigned to documents in the document list through the "Edit Document Data" window. In the new "Document Category" column, these are displayed in the document list. The cell with the document category is highlighted with the assigned color.

The following predefined categories are delivered:

• "Blue Category"
• "Yellow Category"
• "Green Category"
• "Red Category"

Additional document categories can be added through list management in the Kanzleieinstellungen. The logged-in user must be assigned the role of Administrator or Specialist Administrator through a group.

Document Class

The options in the dropdown menu (currently only "Claim Registration") are predefined by stp.one and cannot be changed by the firm. The field is needed for linking with other stp.one services (e.g., STP Smart Claims). The field is also available for manual editing/viewing via the interface and in the Collector for selection.

Section "File or Folder Assignment"

In the "File or Folder Assignment" section, you can add documents to a file or folder. You can narrow down the search result list with filters and search terms.

Status

Here you can filter the search result list by the status of the file or folder. Possible values are:

• "All" sets no filter.
• "Active" filters by files and folders with the status Active.
• "Dormant" filters by files and folders with the status Dormant.

Type

Here you can filter the search result list by the type of file or folder. Possible values are all non-deactivated file and folder types defined in STP Documents.

Search (F3)

Here you can enter any search terms. The fields AZ Intern, Designation, AZ Court, Client, Opponent, and Case Handler are searched.

Multiple search terms are separated by ";". Use the special characters "%" and "_" to search for any characters.

Button (Search)

Press the button to start the search. The results will be displayed in the "Search Results" section. You can also press the [Enter] key in the Search (F3) field or the [F3] key.

Button Remove Assignment

Click this button to remove the assignment of a document to a file or folder. After a security prompt, all file or folder data will be deleted.

You will also lose all topic-specific document data in this process.

You can also mark more than one document and remove the file or folder assignment. However, this is only possible if all marked documents are assigned to only one file.

Button Select

Mark a file from the "Search Results" section and click the Select Button to assign the document to the marked file or folder.

With the Next Button, you proceed to the next step.

Insert Cached Index Data

Mark a document in the document list whose index data you want to copy. Click the Copy Index Data Button in the "Document Data" window to cache the document's index data in STP Documents. Then mark the documents in the document list to which you want to transfer the index data. Right-click to open the context menu of the document list and select "Edit Document Data…"

Click the Button (Insert Cached Index Data) to apply the index data to all marked documents.

If the file or folder type of the source and target document differs, you will lose all topic-specific document data during this process.

System-generated data (e.g., "Created on" or "ID") will not be copied.

Topic-Specific Document Data

This section displays input fields for topic-specific document data. Depending on the selected file or folder type, different input and selection fields will be shown.

If the topic uses indexing modules (Phantasy, ReNoStar), the dialogs of the indexing module will be displayed.

Topic-specific document data is defined in the theme designer. Different fields are displayed depending on the topic.

Document Data Depending on File or Folder Type

The step "Document Data" varies for:

• Attorney File

• Knowledge Base

• Winsolvenz.

Document Data for Attorney File

To assign document data to a document in a file of the type Attorney File, enter values in the following input and selection fields during the "Document Data" step:

• Letter from/to

• Document Type

• File Register (Note: does not correspond to the register)

• Insurance

• Insurance Number

• Other Parties Involved

• Prosecutor's File Number

• Keywords.

Document Data for Knowledge Base

To assign document data to a document in a folder of the type Knowledge Base, enter values in the following input and selection fields during the "Document Data" step:

• * Topic

• Type of Document

• Legal Field

• Legal Area

• Court

• File Number

• Law

• Court

• File Number

• Paragraph

• Keywords

• Journal/Book

• Volume

• Issue/Volume

• Page(s)

• Published on.

* The Topic selection field must always be filled out.

Edit winsolvenz.p4 Document Data

To assign document data to a document in a file of the type Winsolvenz.p4, follow the steps "Participant", "Register", "Asset", and "Details". The file name corresponds to the procedure name from winsolvenz.p4.

Step "Participant"

In the "Participant" step, you can select a participant from the list of all participants in a procedure. The fields Document Title, File, and File Type are display fields. No entries are possible.

Name (F3)

Enter a search term in this input field. The search is conducted over the participant's name. The search results will display all participants or recipients whose names contain the search term. The [F3] key positions the cursor in the Name input field.

Switch Connection

Possible Connections

Select a winsolvenz.p4 server from this selection field.

In the "Connection Details" area, the computer name and port of the selected winsolvenz.p4 server are displayed.

Hostname

Display field

Port

Display field

Username

Enter the username you use to log in to winsolvenz.p4 here.

Password

Enter the password for the username you use to log in to winsolvenz.p4 here.

Remember as Default Connection

Check this box to use the selected winsolvenz.p4 connection as the default connection. This window will no longer be displayed.

OK Button

Click this button to use the selected connection to the winsolvenz.p4 server in the "Edit Document Data" window.

Cancel Button

Cancels the process and returns to the step "Document Assignment".

Create Participant Button (F6)

Click this button to create a new participant for the procedure in winsolvenz.p4. The "Participant Overview" window will be loaded in winsolvenz.p4.

Swap Lists Button (F4)

Click this button to display the recipient selection list at the top and the dependent participant selection list at the bottom. You can now select a recipient first and then a suitable participant. Click the button again to restore the original state. You can also press the [F4] key instead of the button.

Filter (F3)

Enter a search term. The search is conducted over the fields Designation, Directory Position, and Asset Group. The search results will display all assets where any of the mentioned fields contain the search term. The [F3] key positions the cursor in this input field.

Step "Details"

In the "Details" step, you can enter values in the following input or selection fields:

• Document Type

• Category

• Content

• Procedure Accounts

• Invoice Number

• Receipt Number

• Contract Number

• Customer Number.

If multiple procedure accounts are set up for a procedure, you can select a procedure account by checking the box in front of the line.

ReNoStar - Document Data

In STP Documents, you can only assign file data to a document in a ReNoStar file during the "Document Assignment" step and assign a file register during the "Register" step. The assignment of document data is done in ReNoStar after the file data and the assignment of a file register have been saved in STP Documents.

Attorney Button

Clicking the Attorney Button sets the next action after saving in STP Documents to call the "File History" window.

Click this button to receive the following message: "Call ReNoStar"

Click the Finish Button to call ReNoStar with the Attorney/Notary Button.

Click the Finish Button to save and open the "File History" window in ReNoStar. In this window, you can assign file and document data to the document. When saving in ReNoStar, this data is saved to STP Documents.

Notary Button

Clicking the Notary Button sets the next action after saving in STP Documents to call the "Notary File History" window.

Click this button to receive the following message: "Call ReNoStar"

Click Finish Button to call ReNoStar with the Attorney/Notary Button.

Click the Finish Button to save and open the "Notary File History" window in ReNoStar. In this window, you can assign file and document data to the document. When saving in ReNoStar, this data is saved to STP Documents.

Multiple selection is not supported for documents in a ReNoStar file. If more than one document is selected in the document list, the Lawyer and Notary buttons will be disabled.

You will see a message next to the buttons: "Editing multiple documents is not possible with ReNoStar".

Exit the assistant, select only one document in the document list, and reopen the "Document Data" window.

Step "Register"

The displayed register structure of the Winmacs file or the folder from the knowledge base depends on the associated file or folder.

For more complex structures, it's best to filter using inputs in the Filter and the Button (Search).

To complete the document's register assignment, mark the relevant node in the field with the displayed (possibly filtered) register structure and confirm with the Button Register (in the "Register Information" area).

The assigned node is marked with a green triangle in the structure and is also displayed in the "Selected Register" area.

If you want to remove the document's assignment to the node, click the Button Remove Register.

Use the Button Next to proceed to the next step.

Use the Button Back to return to the previous step.

Step "Document Data"

The "Document Data" step has different views depending on whether the document is assigned to a file or a folder in the knowledge base.

• View for a Winmacs file

  

  No entries are required here.

  You can complete the editing of the document data.

• View for a folder in the knowledge base

  

  The Subject field is mandatory. The other fields in the form can be filled out using drop-down menus and manual text entries.

Complete Editing of Document Data

Use the Button Done to finish editing the document data.

Use the Button Back to return to the previous step.