Where can I find videos to review the functionality in detail?
https://web.microsoftstream.com/channel/3e326314-dc78-4504-b1f7-4e6eb94611c5
Where can I find the technical documentation?
https://stp-cloud.de/documents/documentation/
What does a law firm need to use DMS Mobile DESK?
LEXolution.DMS Pro 7.5 FP1, an STP Cloud tenant with linked on-premise user management, and an installed agent.
Does anything need to be installed in my law firm to use DMS Mobile DESK?
Yes. The STP.Documents.OnPremiseAgent must be installed.
What does the Agent (STP.Documents.OnPremiseAgent) do?
The STP.Documents.OnPremiseAgent is the connection between STP Cloud and the on-premise DMS server. The agent receives requests from mobile devices via the cloud and forwards them to the on-premise DMS server. The response from the DMS server is securely encrypted by the agent for the requesting user and then sent back through the cloud to the mobile device.
Can STP read my documents that DMS Mobile DESK transmits through the cloud?
No. DMS Mobile DESK encrypts all documents end-to-end with state-of-the-art encryption standards (AES-GCM 256 and ECDH/ECDSA on curve P-256), so STP cannot read them in the cloud.
Can users also use DMS Mobile DESK on a PC/Apple with a browser?
Yes. DMS Mobile DESK is a Progressive Web App that can be used on any device with a (modern) web browser. The app optimally adapts to the available screen resolution.
What happens if the mobile device is lost?
The law firm administrator can deactivate or remove devices running DMS Mobile DESK at any time, thus denying them access to the DMS server. New devices must also be activated by the administrator before they can access the DMS server. Until the device is activated, the user sees an “agent rejected” error message. There is no device self-management yet. The administrator must remove old devices.
Can multiple devices per user be activated or is there a license limitation?
By default, each user can have up to 5 devices activated simultaneously. The administrator can adjust this value up or down. The limit is not tied to any license.
Can I grant clients access to specific files via DMS Mobile DESK?
No. Only users authorized in the law firm to access files and documents can do so via DMS Mobile DESK. We plan to add more collaboration and data room features in a future version (Epic 23185: Datenraum - Boards (azure.com)), which will likely require special licensing.
Can a data room be accessed via DMS Mobile DESK?
No. We plan to add more collaboration and data room features in a future version (Epic 23185: Datenraum - Boards (azure.com)).
Can multiple users work on the same file while on the go?
No. DMS Mobile DESK currently only allows read access. We plan to add more collaboration and data room features in a future version (Epic 25517: Real-time Collaboration - Boards (azure.com)).
Are documents locked when accessed simultaneously?
No. Documents must be manually locked and released. If two users create new versions of a shared document at the same time, one of them will encounter a version conflict.
Is there a version comparison when checking in documents?
No. New versions are created directly, without content comparison with the previous version.
Do the cloud components need to be updated?
The software running in the cloud is automatically updated by STP in the background. When the app is opened and starts successfully, it checks in the background after a few seconds whether an update is necessary. If so, the app automatically downloads the new version. The new version only becomes active after restarting the app. In case of an error, the app displays a corresponding message.
If you see this message, close the app completely and restart it. If the error persists, remove the app from your home screen and pin it again. If the error still occurs, please clear your browser cache. If the problem continues, update your device’s operating system.
Software running on-premise, such as the STP.Documents.OnPremiseAgent, must be updated manually. If the agent is already installed in version 1.5, the update is basically “Next, next, finish”. The installer must not be started from a network drive. If the agent is still installed in version 1.4, be sure to follow the important update notes.
The installer cannot be downloaded by the customer, as we want to perform updates as a service. If the customer insists on updating independently, the service can provide the installer.
Why do I get a red error message above the search?
The app uses a background service called Service Worker. If this Service Worker has a problem, the red error message is displayed above the search. Clicking the blue headline provides more details about the error.
“No ServiceWorker”: On initial app start, initializing the Service Worker may take a little longer, so the app initially shows this error. After restarting the app, the message should disappear.
“Existing Clients Only”: The Service Worker can no longer update itself. The browser cache may be at its limit after many updates (QuotaExceededError). In this case, the only solution is to remove the app from the home screen (which clears the app’s browser cache) and pin it again. The browser cache is not affected by offline documents, as these are stored in a separate storage (IndexDB) that allows much larger amounts of data.
Are there scheduled downtimes for updates in the cloud?
No. Downtimes in the STP Cloud only occur in very rare exceptional situations. If downtimes are planned, our customers are informed in advance.
What happens if the online connection is lost?
Without an internet connection on the phone or in the law firm, documents and all other metadata are no longer accessible via DMS Mobile DESK. If documents have been made available offline, they can be read without an internet connection.
Why doesn’t offline mode work?
If there is no internet connection, DMS Mobile DESK detects this at startup and switches to offline mode instead of on-premise connection mode. For this mode to work correctly, DMS Mobile DESK must be pinned as a PWA (Progressive Web App) to the home screen of the phone or installed from the desktop browser.
When the device goes offline and DMS Mobile DESK is started, offline documents can be viewed. To display offline documents, decryption with the secret key is required, as document contents are only stored encrypted on the device.
Unfortunately, offline mode does not work in Microsoft Edge. Edge only shows “You’re offline”.
Therefore, we recommend using Google Chrome for offline mode on desktop devices, at least for DMS Mobile DESK.
Why can’t I send tasks to a user group?
Because we develop DMS Mobile DESK iteratively and incrementally, starting with the most important features, many other functions will be added in future versions (Feature 27539: Assign tasks to on-premise user groups - Boards (azure.com)).
How are new users registered?
Law firm users are assigned to the CloudAccess group in On-Premise UserManagement. This synchronizes on-premise users to the cloud, making them cloud users linked to their on-premise account. These cloud users can then set their cloud password via the “Forgot password” link. Note that users must already have a valid email address stored in On-Premise UserManagement.
How do users log in to the cloud?
Users can then log in with their email address and cloud password. Depending on which cloud groups the user is assigned to and which licenses the tenant has, they can access InputManagement, LEXolution.FLOW, or DMS Mobile DESK.
Why do I need to register a device in addition to my user account?
A user can use multiple devices in parallel. Data is encrypted specifically for a device, so the administrator can control which devices users access from and can deactivate devices if necessary.
How do I register a new device?
When a user opens DMS Mobile DESK for the first time, they can click the “Register new device” link. A highly secure device-specific secret key is generated and stored in the device’s password manager (there are two alternative, less secure storage options for the secret key). Before the new device can access the on-premise DMS server, the law firm administrator must explicitly activate it (and can deactivate it at any time). This ensures the law firm retains maximum control over which users access via the cloud and with which devices.
Why can the administrator only manage devices via http://localhost:8090 and not http://myserver:8090?
Login to the agent is only enabled for http://localhost:8090, as this address is managed centrally in the cloud (the same for all tenants). We could allow actual server names, but then they would be allowed for all customers, not just those where the server name actually exists. Admins should only connect to the agent in exceptional cases.
A better way to manage devices is directly in Mobile DESK. If the user is Documents.Administrator, they see the following in Mobile DESK:
Why isn’t a document automatically attached when I forward it via email?
In older web browsers, such as on the iPhone 8, the Web Sharing API Level 2 is not enabled by default. It can be enabled in Safari’s Experimental Features (Settings / Safari / Advanced (at the bottom) / Experimental Features / Web Sharing API Level 2 (near the bottom)). If the phone does not support Web Sharing API Level 2, sharing documents remains inconvenient: documents must be downloaded and saved on the device before being manually attached to an email.
Are there technical obstacles that may prevent the use of LEXolution.DMS Pro Mobile DESK?
- Cannot be used with LEXolution.DMS Standard (license restriction).
- Mobile data connection and law firm internet connection are required.
Why doesn’t Safari’s password manager offer to save or autofill my login and device credentials?
First, ensure that “AutoFill Passwords” is enabled under “Settings / Passwords / Password Options” on the iPhone. Also, KeyChain should be enabled. See What to Do When Safari Doesn't Ask to Save Password on iOS (guidingtech.com).
Not all password managers are supported. We recommend using KeyChain on iPhone, as it integrates best with Safari. Bitwarden and Norton PW-Manager unfortunately do not offer to save the secret key during login. This issue is known and cannot be directly influenced by us: Bug 35864: Registering device on iOS does not offer to save private key in Bitwarden Password Manager - Boards (azure.com). If KeyChain cannot be used because all other passwords are stored in Bitwarden, we recommend storing the PIN-encrypted secret key in the STP Cloud (the yellow option).
So, Keychain is enabled but it still doesn’t work?
Private tab? In Private Browsing mode, the password manager is not triggered.
QR code scanned with a QR code app (instead of the camera app), which opens the link not in Safari but in the app’s in-app Safari? The in-app Safari does not trigger the password manager.
I clicked “never save password for this website”. How can I reset this?
Under review! Here are some resources, but not yet tested: https://discussions.apple.com/thread/3006711 https://appletoolbox.com/how-to-remove-a-website-from-safaris-never-save-password-setting/
Where are the agent logs stored?
C:\ProgramData\STP AG\STP Documents OnPremise Agent\Logs
Where are the agent configuration files stored?
C:\Program Files (x86)\STP AG\STP Document OnPremise Agent
What can I do if the DMS Mobile DESK Agent cannot connect and the log says “OPC returned the error: Message: Message is expired. Details:”?
In this case, the On-Premise Connector of UserManagement cannot answer the request for unknown reasons (possibly too new OPC, with multi-tenant function). Restarting everything may help. If not, (Manuel Naujoks) recommends bypassing the OPC and obtaining the access token directly from the cloud. To do this, configure the following:
First, assign a password to the “mobile-desk-agent” user in Cloud UserManagement (because the on-premise password is not synchronized to the cloud for security reasons). Make sure this user can log in to the cloud, even if they have no further permissions. Once this user can log in to the cloud, enter the following in the agent’s configuration file under “AccessCredentials”:
Now the agent should be able to obtain an access token from the cloud and connect. If the agent should get its access token via OPC again, simply set the “Provider” value back to “LSB”.
What can I do if the app hangs on “Please wait” and nothing happens?
In this case, the browser failed to redirect.
If the app runs in the browser, click in the browser’s address bar and remove everything after “...stp-cloud.de/” and reload.
If the app runs as a PWA on the phone, remove the app (bookmark) from the home screen. Then use the phone browser to navigate to the Documents dashboard (the page with search and favorites, after user and device login). From this dashboard, pin the app to the home screen again. The app should no longer hang on “Please wait”.
What can I do if the app says “agent dead” and keeps loading when I click “try again”?
In this case, the on-premise agent seems to have a problem. Restart the “STP Document On-premise Agent” service. Then check the Agent Connectivity page (http://localhost:8090) to ensure the agent is connected to DMS and the cloud. After a maximum of 2 minutes, the “agent dead” message should disappear and the app should deliver data from on-premise.
What can I do if the agent connects to the cloud but not to DMS?
Check the log file (C:\ProgramData\STP AG\STP Documents OnPremise Agent\Logs). The agent user may not be able to log in to DMS. Make sure the agent user is configured with the correct password in appconfig.json and is authorized in On-premise UserManagement.
If there are no errors in the log file and the agent still cannot connect to DMS, there may be a problem with the connectivity check. To get more details, increase the log level in the appsettings.json file:
{
...
"MinimumLevel": {
"Default": "Information",
"Override": {
"System": "Warning",
"Microsoft": "Warning",
"STP.Documents.OnpremiseAgent.ConnectivityCheck": "Debug" //here
}
},
...
}Restart the agent. The log should now show more information about the error. For example:
2023-01-16 13:16:16.376 +01:00 [INF] DMS connected? False! WZ connected? False! Cloud connected? False!
2023-01-16 13:16:16.394 +01:00 [DBG] Connectivity check failed.
System.Exception: Full-Text Search is not installed, or a full-text component cannot be loaded.
—> System.Exception: at System.Data.SqlClient.SqlConnection.OnError(SqlException exception, …
How to install the “Full-Text and Semantic for search” component in SQL Server is described here: https://stackoverflow.com/a/65324669.
Suddenly the app only shows a white screen and nothing happens. What can I do?
After a new version of the app is released, the browser may still have parts of the old app cached. If new and old code run together in the browser, the app cannot handle it. If this does not resolve itself after a short time and repeated restarts, we recommend clearing the browser cache or pinning the app to the home screen again.
Are container solutions, such as MobileIron, supported?
If the container solution, such as MobileIron, has an integrated browser, DMS Mobile DESK will probably (not yet tested) work there as well. What may not work is integration with the iOS password manager for storing the secret key (this also does not work in “In-private” browsing mode). In that case, you may need to use PIN or LocalStorage.
Is the DMS inbox supported?
It depends on the interpretation of “inbox”. DMS Mobile DESK displays personal tasks, which can be grouped by procedure/file and participant. Urgent tasks are marked in red and overdue tasks show a red date.
This is not freely configurable like the inbox in Standard DESK. Also, these are only personal tasks, not group tasks.
Why are new features not available to me?
After a new release of DMS Mobile DESK with new features, it may happen that these features are not immediately available to you. There can be several reasons:
- Some new features only work with the latest version of the on-premise agent. Make sure the agent is up to date or update it (see Do the cloud components need to be updated?).
- Some new features only work with the latest version of LEXolution.DMS. Make sure DMS is up to date or update it.
- Some new features only work with a connected specialist system (winsolvenz.p4 or LEXolution.KMS). Make sure DMS is linked to the respective specialist system.
- Some new features require special functional rights. Make sure you have the necessary roles (visible in the user profile under …/myaccount/#/profile), or ask your administrator to add you to the relevant groups.
- Some new features require the desktop agent (e.g. electronic signing). Make sure the desktop agent is running by going to http://localhost:18090/ in your browser. If the page does not load successfully, install the desktop agent.
- If new features are still not available, the app may not have updated itself yet (see Do the cloud components need to be updated?).
What about product liability?
Inquiry at https://schmidt-recht.de/ by Florian Reh:
“We want to check to what extent we can and must exclude product liability when using the cloud application ‘DMS Mobile DESK’. With this application, users can access (save) their documents from their law firm’s DMS on their phone or tablet. This access meets the highest technical security standards, but if, for example, a phone or PC were compromised and documents were lost, do our terms and contracts provide sufficient legal certainty for us?
Law firms should protect themselves against such compromises, e.g. by using ‘Mobile Device Management’, but especially when clients join for collaboration on documents, they probably won’t have such Mobile Device Management.
Therefore, it should also be stated in the contracts or somewhere which party is responsible for what: STP for secure document access via the internet without VPN and the law firm for using secure infrastructure and devices.
Could you please check and give us a recommendation: Where should we take action (if our current contracts are not sufficient).”
Answer:
Florian Reh: “Ulrike has already looked at our terms and sees no acute need for action. The detailed review is still pending, but currently there are no instructions for us.”
How do I configure a proxy for the agent?
The agent runs as a service and logs in as “Local System Account”.
Proxy settings must be configured for this “Local System Account”. Here is a link that describes this: Configure system account proxy |Okta. The proxy then applies to all services running with the same account. Alternatively, the agent service can log in with another account for which proxy settings are already configured.
How can I pin DMS Mobile DESK to my home screen?
How does the OnPremiseAgent handle participants and addresses without a GUID?
The STP.Documents.OnPremiseAgent is able to process participants and addresses even if no GUID is available. Missing GUIDs are handled in a controlled and stable way, ensuring that the service continues to run reliably without interruptions or crashes.
Related to