beA Desk Installation

1 Introduction

This document guides you through the installation process of the STP beA Desk as well as the necessary components and prerequisites.

2 Important Notes

2.1 beA Message Server and the LEXolution Service Bus

❗ Currently, only one beA Message Server can be operated on a single LEXolution Service Bus.

2.2 KSW Toolkit

💡 The STP beA Desk uses the KSW interface provided by BRAK for communication with the beA network. This is a Java component that communicates with the STP beA Desk via STP beA Connect. This component is automatically installed by the setup.

❗ The STP beA Desk is subject to the functionality and capabilities provided by the KSW interface for receiving and sending beA messages. Newer versions of the KSW interface will be integrated into future versions of the STP beA Desk.

❗ For each user starting an STP beA Desk, a corresponding instance of STP beA Connect and thus the KSW interface is started. Ensure that the KSW interface has sufficient memory available (typically ~500MB per user, but memory requirements may temporarily exceed 3GB per user depending on message size) to ensure proper functionality. This is particularly important when operating on a terminal server, which should be equipped with sufficient RAM per user.

2.3 Document Signing / Signature Component

The STP beA Desk supports direct signing of documents within the application using signature components.

The STP beA Desk Signer or alternatively the SecSigner component from the third-party provider SecCommerce can be used.

2.3.1 SecCommerce SecSigner

The SecCommerce SecSigner is not part of the delivery package and must be downloaded and installed from the manufacturer’s website.

This allows (provided the user’s signature card permits it) so-called “batch signatures” – signing multiple documents with a single PIN entry in the STP beA Desk.

💡 In the current version of SecCommerce SecSigner, batch signing is limited to a maximum of 30 documents.

💡 The SecCommerce SecSigner requires sufficient memory, as documents are loaded into memory during a batch signing process.

2.3.2 STP beA Desk Signer

The STP beA Desk Signer can be installed directly via the beA Desk setup.

💡 The STP beA Desk Signer supports remote signatures.

💡 The STP beA Desk Signer supports batch signatures.

💡 Integration into the beA Desk with direct communication to the host application.

2.4 Regular Backups

The STP beA Desk uses both a Microsoft SQL Server database and a blob storage in the file system for data storage. Ensure that this SQL database and the blob storage directory are part of regular backups and are backed up simultaneously.

Microsoft SQL Server Database: This corresponds to the database set up for the STP beA Message Server.
STP beA Message Server Blob Storage: If the default installation path was adopted and not adjusted, the files can be found under the following path on the server: *%PROGRAMDATA%AGMessage Server

3 System Requirements

3.1 Software

The STP beA Desk and the STP beA Message Server are compatible with the following environments and components. Please note that only 64-bit versions are supported.

Windows Server 2022
Windows Server 2019
Windows Server 2016
MS SQL Server 2022 (Standard or Enterprise)
MS SQL Server 2019 (Standard or Enterprise)
MS SQL Server 2017 (Standard or Enterprise)
MS SQL Server 2016 (Standard or Enterprise)
Windows 10 (Professional or Enterprise, 64-bit)
STP Common Services 1.5.0
STP User Management 1.6.512

💡 For client operating systems, it is explicitly noted that Home or Starter Editions are NOT supported.

💡 Ensure that the latest service packs and security updates are always installed for the software used.

❗ Installations on operating systems or components not listed here are considered unsupported.

3.2 Other Requirements

Before installing the STP beA Desk and the STP beA Message Server, the following prerequisites must be met:

Installation/availability of the central STP User Management
Installation/availability of the LEXolution Service BUS
Installation/availability of an SQL server
Installation/availability of STP Documents (DMS) >= Version 7.4.2004 (required for document transfer from STP Documents and message archiving)
Installation/availability of STP Winsolvenz >= Version 10.12 (required for table transfer to the court)
For document transfer from Winsolvenz, at least version 10.12 must be installed.

4 STP beA Message Server

4.1 Installation

Run the installation file “STP beA Message Server Setup <VERSION>.exe” to start the installation process.

❗ The setup file should be launched from a local drive. If the installation is performed from a network drive, issues may arise.

❗ The setup must be executed as an administrator (Right-click -> Run as Administrator).

❗ Currently, only one beA Message Server can be operated on a single LEXolution.ServiceBus.

Next, the welcome screen will open. Click “Next” there.

In the following window, you can choose whether the installation should be “Complete” or “Custom.” If you select “Custom,” you can independently choose and change the installation directory. If you click “Complete,” the program will be installed by default in the recommended directory:

C:\Programme\STP beA Message Server

If you choose “Custom,” you can adjust the setup accordingly and decide whether the STP Update Server should be installed.

If an Update Server is already installed, only the beA-relevant information will be added by the setup.

If you have chosen the custom installation, you can change the installation path using the “Change” button.

It is generally recommended not to change the default paths. In the event of a support case, this makes it easier to assist you quickly.

Once you have selected an installation path, confirm your selection by clicking the “OK” button and then click the “Next >” button in the following window.

Next, the configuration of the parameters for the operation of the STP beA Message Server will follow, including an input option for the beA Desk Signer ID.

If you have chosen the complete installation, it will begin with the following screen:

4.1.1 Connection String to the SQL Database (SQL Server Connection Details)

The settings and database creation are automatically handled during the initial installation of the beA Message Server.

When the beA Message Server starts, it checks if a database exists. If not, it is automatically created.

For an update installation, necessary adjustments are also automatically applied during the first start if the database schema has changed.

❗ Ensure that the database is included in your regular backup process.

4.1.2 DB Server

Specify the name of the server hosting the database.

If the database resides on the same server as the beA Message Server, provide the computer name of this server.

If the database is hosted on a different server, specify the name of that server.

4.1.3 DB Database Name

This refers to the beA Desk database that will be installed during this process. The default input recommended here is “STP_beA.”

4.1.4 DB User

This is the user who will log in to the database. Enter the user with full rights to the database. The user must be authorized to create the database schema, as well as read, delete, and write data. Avoid using the “sa” user of the SQL Server.

4.1.5 DB Password

Enter the password set for the user logging into the database.

4.1.6 REST/API Address for the STP beA Message Server

For Computer Name, specify the name of the computer where the beA Message Server is being installed. Note: It is not necessary to add “http://” before the computer name. Only provide the computer name.

For “Port 1,” enter the HTTP port. Default is “8096.”

For “Port 2,” enter the HTTPS port. Default is “8097.”

💡 Adjusting the ports is only necessary if another service is already running on these ports on your application server.

After entering all details, click “Next.”

In the following window, you can enter the data for the LEXolution Service Bus and the Central User Management.

4.1.7 LEXolution Service Bus (LSB)

Enter the hostname of the LSB. If it resides on the same computer as the beA Message Server, specify this computer name.

Port: Enter the LSB port. The default value is “5672.” Username: Enter the username. The default value is “stpuser.” This depends on the user under which the LSB was set up. Password: Enter the password for the specified LSB user.

4.1.8 Central User Management (STP User Management)

Configure the username and password for the STP beA Message Server to communicate with the central STP User Management.

Username: Enter the username for the Central User Management. Password: Enter the password for the Central User Management user.

After entering your settings, proceed to the next form by clicking “Next.”

4.1.9 Blob Storage Directory (Used for File Storage)

All files (attachments from beA messages, documents, and others) managed by the STP beA Message Server are stored in this directory and its subdirectories.

❗ No manual changes or modifications to files in this directory or its subdirectories should be made by users.

❗ Ensure that this directory is included in your regular backup process.

4.1.10 STP Updater

If you are already using an STP Update Server, no changes should be made here.

4.1.11 beA Desk Signer ID

If you wish to use the beA Desk Signer for signing attachments or documents, enter the ID provided to you here.

After entering and verifying all values, confirm by clicking “Next.”

A new window will open. Click “Install.”

💡 Currently, the setup does not yet perform a verification of the connection data entered for the database, the LEXolution Service Bus, or the STP User Management. Please make sure to check in advance that the connection details are valid.

The software will be successfully installed if all data has been entered correctly. In the following window, you can view the log file by checking the corresponding checkbox.

Click the “Finish” button to complete the installation process. The STP beA Message Server should now be available on the target system as a Windows service and should have started automatically.

You can verify this via the standard Windows Services:

❗ Important: In order for the beA Message Server to keep the Type 3 code lists for X-Justiz data sets up to date, it requires access to the domain https://www.xrepository.de. This must be taken into account when configuring firewalls or proxy servers.

💡 For a successful start of the STP beA Message Server, it is required that the other STP services (STP User Management and the LEXolution.Service Bus) are also running. Since a server reboot may cause the services to start sequentially, the STP beA Message Server will wait for a certain period (approx. 1 minute) at startup for the other services to become available.

📝 If a problem occurs during startup, further details can be found in the log files located at %PROGRAMDATA%\STP AG\beA Message Server\Logs. These log files help STP Support to better understand and troubleshoot any issues.

4.2 Operation with Multiple Documents (DMS) Servers

💡 Note: The configuration below is only required if multiple Documents servers are used. If only one server is used, it will be automatically detected without this configuration.

If multiple Documents servers are used on the same LEXolution.ServiceBus, ensure that these servers are registered with their corresponding “SystemId” and description in the configuration of the beA Message Server. Follow these steps:

Open the server configuration file in the installation path of the beA Message Server using a text editor. Typically, this file is located at:

C:\Program Files\STP AG\beA Message Server\appsettings.json

In the section “DmsServerSettings,” enter all Documents servers available in the beA Desk as shown in the example below.

{
  "DmsServerSettings": {
    "Servers": [
      {
        "SystemId": "129ff2c1-b4c4-4665-b55f-8d2a39dee8f9",
        "Description": "DMS Server – Area A"
      },
      {
        "SystemId": "c96917d2-0483-4a64-b078-1098c2edcdfe",
        "Description": "DMS Server – Area B"
      }
    ]
  }
}

❗ Ensure that brackets and commas are correctly placed. Incorrect configuration may prevent the beA Message Server from starting.

After restarting the beA Message Server, the registered servers will be available for selection in the beA Desk login screen. Users can define the default Documents server for future logins using the checkbox.

4.3 Operation with Multiple Input Management Systems

Starting from beA Desk Version 1.5, multiple Input Management tenants can be connected. Each Input Management tenant is linked to exactly one Documents (DMS) server.

By selecting the Documents server in the login window of the beA Desk, the associated Input Management system is implicitly selected. If beA messages are archived in the Input Management system during the beA Desk session, the target system is already selected, and no further prompt will occur.

📝 If your existing system already has a defined Input Management system and you intend to keep it as a single system, you can skip this section.

The configuration of Input Management tenants is done in the configuration file of the beA Message Server:

Open the server configuration file in the installation path of the beA Message Server using a text editor. Typically, this file is located at:

C:\Program Files\STP AG\beA Message Server\appsettings.json

In the section “DmsToImMapping,” enter the login details and the associated Documents servers as shown in the example below.

{
  "DmsToImMapping": [
    {
      "DmsServerSystemId": "129ff2c1-b4c4-4665-b55f-8d2a39dee8f9",
      "ImUrl": "https://INPUT-MANAGEMENT-TENANT-1.stp-cloud.de/",
      "ImUser": "USER_1",
      "ImPassword": "PW_1",
      "SkipCertificateValidation": true
    },
    {
      "DmsServerSystemId": "c96917d2-0483-4a64-b078-1098c2edcdfe",
      "ImUrl": "https://INPUT-MANAGEMENT-TENANT-2.stp-cloud.de/",
      "ImUser": "USER_2",
      "ImPassword": "PW_2"
    }
  ]
}

After extending the configuration to two Input Management systems, the appsettings.json file should look like this:

{
  "ImSettings": {
    "ImUrl": "https://stp.../",
    "ImUser": "User",
    "ImPassword": "Pw_Im",
    "SkipCertificateValidation": false
  },
  "DmsServerSettings": {
    "Servers": [
      {
        "SystemId": "ID1",
        "Description": "DMS Server 1"
      },
      {
        "SystemId": "ID2",
        "Description": "DMS Server 2"
      }
    ]
  },
  "DmsToImMapping": [
    {
      "DmsServerSystemId": "ID1",
      "ImUrl": "https://INSERT-CUSTOMER-ABBREVIATION-HERE_1.cloud.de/",
      "ImUser": "USER_1",
      "ImPassword": "PW_1",
      "SkipCertificateValidation": true
    },
    {
      "DmsServerSystemId": "ID2",
      "ImUrl": "https://INSERT-CUSTOMER-ABBREVIATION-HERE_2.cloud.de/",
      "ImUser": "USER_2",
      "ImPassword": "PW_2",
      "SkipCertificateValidation": true
    }
  ]
}

❗ Ensure that brackets and commas are correctly placed according to JSON syntax. Incorrect configuration may prevent the beA Message Server from starting.

💡 The “ImSettings” configuration is used if no mapping is found in “DmsToImMapping.”

After restarting the beA Message Server, the configured Input Management tenants will be linked to the specified Documents systems and applied based on the selected Documents server.

4.4 Options for Accessing BRAK Mailboxes

From Version 1.5 onwards, both inbox synchronization and the sending process have been improved. It is no longer technically required for beA Desk to move incoming and outgoing messages to the “STP beA Desk Inbox/Outbox” subfolders on the BRAK server after successful synchronization.

It is now possible to configure on the beA Message Server whether messages should be moved or not.

📝 Do not move messages to subfolders:

A benefit of not moving synchronized inbox messages to subfolders is that alternative software products with beA integration can also read and process the inbox.

If beA Desk moves synchronized inbox messages out of the root directory, other beA applications may not find these new messages.

📝 Move messages to subfolders:

If the above requirement does not exist, it is recommended that beA Desk moves messages after successful synchronization, as this improves the organization of synchronized messages on the BRAK server.

To configure whether inbox or outbox messages should be moved to subfolders after successful synchronization, follow these steps:

Open the server configuration file in the installation path of the beA Message Server using a text editor. Typically, this file is located at:

C:\Program Files\STP AG\beA Message Server\appsettings.json

Make the desired adjustments in the “Preferences” section. Possible values are “true” (default) or “false.”

{
  "Preferences": {
    "AfterSyncMoveBrakInboxMessagesToStpSubfolder": true,
    "AfterSyncMoveBrakSentMessagesToStpSubfolder": true
  }
}

4.5 Update

If a new version of the STP beA Message Server is available, run the updated installation file “STP beA Message Server Setup <VERSION>*.exe” to start the update process. Retain the parameters from the initial installation.

❗ Before updating, ensure that a backup of the database and file storage of the beA Message Server is performed.

❗ The setup must be executed as an administrator (Right-click -> Run as Administrator).

5 STP beA Desk

5.1 Installation of beA Desk Signer or SecCommerce SecSigner

For signing documents within beA Desk, either the beA Desk Signer from STP (from beA Desk Version 1.4 FP1) or the SecCommerce SecSigner (third-party component) can be used.

Both are not part of the delivery package and must be downloaded and installed before installing beA Desk.

5.1.1

Please follow the instructions for downloading and installing at the following link:
https://seccommerce.com/download-secsigner-secsign-id/

📝 Installation can be performed using the default settings. It is generally not necessary to make adjustments to the settings. If the default installation paths are adopted, the default settings can also be used during the beA Desk setup.

5.2 Preparing Installation on a Windows Terminal Server

If the beA Desk client is to be installed on a terminal server, the terminal server must be switched to installation mode before running the installation.

To do this, open a command prompt window with administrator rights:

Right-click the Windows icon at the bottom left of the screen.
Select “Command Prompt (Administrator)” from the list.

In the opened command window, enter the following command and confirm with Enter:

❗ Important: This step is generally recommended when installing new programs on terminal servers to ensure user-specific settings are copied to individual user profiles.

5.3 beA Desk Client Installation - Special Notes for Different Installation Environments

5.3.1 Update beA Desk: Variant 1 with Updater (non-terminal server)

Place the update file for beA Desk in the updater repository of the STP beA Desk.

If you are using the STP Expert Signer, use the XML file named, e.g.,
UpdateManifest_1.4.139.0.xml [remove the version designation ’_1.4.139.0’].

If you are using the SecCommerce SecSigner, manually uninstall the STP beA Signer on all systems beforehand. Then place the beA Desk setup file in the updater repository and use the XML file
UpdateManifest_1.x.xxx.0_no_beA_Signer.xml [remove the version designation ‘1.x.xxx.0_no_beA_Signer’].

5.3.2 Variant 2 Installation without Updater (local client installation / terminal server installation)

Installation on a terminal server / local PC with beA Signer:

Place the setup file for beA Desk on the computer, e.g., c:\tmp (not on the desktop or a network drive). On the terminal server, open the command window as an administrator and enable installation mode with
change user /install. Right-click the setup file and run it as an administrator to perform the installation.

After installation, exit installation mode with
change user /execute.

This step is not required for PC/notebook installations.

Installation on a terminal server / local PC with SecCommerce SecSigner:

Check if the STP Expert Signer is installed and uninstall it on all systems beforehand.

Place the setup file on the computer, e.g., under c:\tmp (not on the desktop or a network drive). On the terminal server, open the command window as an administrator and enable installation mode with
change user /install. Right-click the setup file and select “Custom Installation.” In the following steps, deselect “STP beA Signer.”

Start the setup and proceed as usual.

After installation, exit installation mode with
change user /execute.

This step is not required for PC/notebook installations.

5.4 Installation

Before installing beA Desk, the installation of the beA Message Server must be completed.

❗ It is recommended not to run setup files from a network drive. Running an installation directly from a network drive may cause issues.

Run the installation file “STP beA Desk Setup <VERSION>.exe” to start the installation process.

❗ The setup must be executed as an administrator (Right-click -> Run as Administrator). This typically results in an installation for “all users.”

The welcome screen will appear. Click “Next.”

In the following window, you can choose whether the installation should be “Complete” or “Custom.” If you select “Custom,” you can freely define and change the installation directory. If you click “Complete,” the program will be installed by default in the directory C:\Programme\STP beA Desk.

If you choose the custom installation, you can change the installation path using the “Change” button. However, it is recommended to keep the default installation path.

💡 STP beA Desk also requires the installation of STP beA Connect, as this component is used for communication with the BRAK beA server via the KSW interface.

Once you have chosen an installation path, confirm it by clicking the “OK” button, and then click “Next >” in the following window.

A new window will open, where the following values must be entered:

5.4.1 REST/API address of the beA Message Server

The URL must be entered in the following format:

For Computer Name, enter the name of the computer on which the beA Message Server is installed.

💡 It is not necessary to include „http://“ before the computer name.

For Port, enter the HTTPS port. By default, this is port “8097”.

5.4.2 Installation path for SecCommerce SecSigner 32-bit / 64-bit

Here you specify the directory where SecSigner is installed on this client.

💡 If the installation path of the SecCommerce SecSigner was not changed during setup, you can accept the default installation paths suggested by the installer without modification. If the path needs to be changed, you can do so using the “Change” button.

Once you have entered and reviewed all values, confirm by clicking “Next >.”

In the following window, you can enter the data for the LEXolution Service Bus (LSB).

5.4.3 LEXolution Service Bus (LSB)

Here you enter the hostname of the LSB. If it is located on the same computer where you are installing the beA Message Server, enter that computer’s name.

Port: Enter the port of the LSB. By default, this is “5672.”

Username: Enter the username. By default, this is “stpuser.” This depends on the user account under which the LEXolution Service Bus (LSB) has already been configured.

Password: Enter the password for the LSB user you specified above.

Confirm your entries by clicking the “Next >” button.

A new window will open. Click on “Install.”

💡 Currently, the setup does not yet verify the entered connection data for the STP beA Message Server or the LEXolution Service Bus. Please make sure to check beforehand that the connection details are valid.

If all data has been entered correctly, the software will be installed successfully. In the following window, you can view the log file by checking the corresponding checkbox.

💡 Don’t forget to set the mode back to “execute” after the installation on a terminal server.

5.5 Update

If a new version of beA Desk is available, run the updated installation file “STP beA Desk Setup <VERSION>.exe” to start the update process. Retain the parameters from the initial installation.

❗ The setup must be executed as an administrator (Right-click -> Run as Administrator).

❗ Before updating, ensure that no instance of beA Desk is running and no beA Connect Java process is active.

❗ Ensure that no incomplete messages are in the “Outbox” folder of any beA Desk mailbox before updating.

❗ It is recommended not to run setup files from a network drive. Running an installation directly from a network drive may cause issues.

💡 If beA Connect cannot start after the update, ensure that only the latest beaConnect-*.jar file is present in the program folder of beA Connect (usually C:\Program Files\STP AG\STP beA Desk\STP beA Connect).

5.6 Roles and Group Management

The beA Desk uses subgroups under the main group “beA” in the central STP User Management to assign users to their functional roles within beA Desk.

When the STP beA Message Server starts, the following groups are automatically created (if not already present):

The subgroups of the main group “beA” also represent the users’ professional roles in beA Desk. Please add your users to the respective groups according to their professional activities.

The beA Desk does not make any changes to the user roles or permission structure of your BRAK mailbox and its rights. The grouping serves only for professional assignment and makes a difference only in the beA OfficeManager, where administrative rights within beA Desk are assigned.

5.6.1 Description of Functional Roles:

Group beA-OfficeManager - Office Managers are authorized to set up mailboxes and assign permissions to mailboxes.

Group beA-Rechtanwalt - This group is authorized to create message drafts in mailboxes they have access to and, depending on permissions set by BRAK, send and receive messages.

Group beA-Sachbearbeiter - This group is authorized to create message drafts in mailboxes they have access to and, depending on permissions set by BRAK, send and receive messages.

Group beA-Sekretariat - This group is authorized to create message drafts in mailboxes they have access to and, depending on permissions set by BRAK, send and receive messages.

❗ Whether a user can receive messages in the inbox or send messages after successfully logging into STP beA Desk depends solely on the login to the beA network and the permissions set by BRAK.

💡 Users can be added to groups in the central STP User Management during the operation of the STP beA Message Server. However, it may take up to 5 minutes for these changes to be reflected in the beA Message Server and beA Desk.

5.7 First Start

Open beA Desk (an icon should be on the desktop) and log in with a user who has been granted permissions in the user management.

With this step, the installation of beA Desk is successfully completed. You can now begin setting up mailboxes for individual users in the functional role “beA-OfficeManager” via the “Settings” dialog.

With this step, the installation of beA Desk is successfully completed. You can now start creating mailboxes for individual users in the professional role of “beA-OfficeManager” via the “gear” icon in the “Settings” dialog.

6 Technical Fundamentals and Components

The STP beA Desk and STP beA Message Server communicate with each other and other STP products as illustrated in the following diagram.

For successful communication between the individual STP products and components, ensure that the corresponding protocols and ports are enabled.