Important Usage Instructions

1 Release of beA Desk Version 1.11

beA Desk is now available as an update in version 1.11 with many improvements.

If you have any questions, please contact our support:

Support Hotline

We're here for you

Monday - Friday: 8:00 AM - 6:00 PM

0721/82815630

Support Form

No time to call? Just send us your support request using our web form. Our experts will take care of your inquiry right away.

Terms of Use

You can use our support hotline or support form at any time—as long as you have a valid contract with us.

If you don't have a contract yet but want to change that quickly, just give us a call at: +49 721 82815-630.

We wish you much success and enjoyment working with STP beA Desk.

2 General Information

Below you'll find important notes to consider when setting up and using beA Desk for the first time.

2.1 Before First Use / Setting Up Mailboxes

Before a mailbox can be set up and activated in beA Desk for a mailbox owner and other users, check if there are still messages in the mailbox owner's inbox in the beA Web Client. You can move these messages to a separate subfolder before using the mailbox with beA Desk. If the messages are not moved, they will be retrieved by beA Desk and will appear in the inbox there.

The same applies to the "Sent" folder in the beA Web Client, which is monitored by beA Desk. This folder should also be empty before using a mailbox for the first time. You can create a subfolder and move the messages there.

Important: The user from STP User Management who is assigned as the mailbox owner cannot be changed after saving. Please make sure this user is assigned correctly.

2.2 The Signature Folder

With beA Desk, you can sign multiple message drafts—including attachments marked as "Documents" or electronic acknowledgments of receipt (eEBs)—in one go using the so-called signature folder (batch signature).

Available interfaces for signature components are:

• SecSigner by SecCommerce
  
• beA Desk Signer by STP GmbH

2.3 User and Role Management

To log in to beA Desk, first create the user in the central STP User Management and assign them to the appropriate groups listed below. If you change a user's group membership, it may take up to 5 minutes for the change to be available in beA Desk.

The subgroups of the main "beA" group also represent the professional roles of users in STP beA Desk. Please assign your users to the appropriate groups based on their professional duties.

Description of professional roles:

• Group beA-OfficeManager: Office Managers are authorized to set up mailboxes and assign permissions for mailboxes.
  
• Group beA-Rechtsanwalt: Authorized to create message drafts and, depending on BRAK permissions, to send and receive messages.
  
• Group beA-Sachbearbeiter: Authorized to create message drafts and, depending on BRAK permissions, to send and receive messages.
  
• Group beA-Sekretariat: Authorized to create message drafts and, depending on BRAK permissions, to send and receive messages.

Note
If you hover over the username in beA Desk with your mouse, a tooltip will show all active roles.

2.4 Setting Permissions for beA Mailboxes in the BRAK Web Client

User authentication and authorization for beA access is managed via certificates, access cards, and permissions configured in the beA Web Client.

After assigning permissions in the Web Client, users can be authorized for mailboxes in beA Desk through the mailbox settings dialog.

This allows users to prepare messages even if they don't have direct access to the beA portal.

A green online indicator in beA Desk shows whether a user is authorized for a mailbox.

2.5 Handling Messages Marked as "Confidential"

beA Desk can retrieve and display messages marked as "Confidential" depending on certificate permissions.

These messages are highlighted with a red marker.
The message content remains readable.

2.6 Support for XJustiz

beA Desk supports processing and creating structured XJustiz data sets.

Newer versions are supported alongside older versions during transition periods.
Dynamic code lists are updated automatically when available.

2.7 Differences Between beA Desk and beA Web Client

When you send a message with a structured XJustiz data set:

• A recipient file reference must be entered
  
• Otherwise, sending will fail

In the beA Web Client, sending without a file reference is possible, but an empty value will be transmitted.

2.8 beA Desk is Not an Archiving System

beA Desk is not designed to be an archiving system.

Messages should be regularly:

• exported
  
• archived externally
  
• deleted after processing

Note
For optimal performance, you should not exceed 300 messages per mailbox.

Tip
Across all mailboxes, you should avoid having more than 1,000 messages.
We recommend setting up a regular export and archiving routine.

3 Product Integration

3.1 Integration with Winsolvenz

• Creation of court table files via "beA Transfer"
  
• Transfer of documents via DMS
  
• Support for rank handling in newer versions

3.2 Integration with Documents (DMS)

• Direct transfer of documents to beA Desk
  
• Export of messages including attachments
  
• Linking of .beamsg archives with attachments
  
• Exported messages are marked with a blue dot
  
• Use of existing collector configurations

3.3 Integration with Input Management

beA messages can be sent directly to Input Management for automated processing.

3.4 Integration with Legal Workspace (FLOW)

Messages created in FLOW can be sent directly to beA Desk.

4 beA Desk Uses the BRAK-KSW Interface

Communication between beA Desk and the BRAK network takes place via the KSW interface.

4.1 Current Announcements About the beA Network

You can check the system status here:
https://portal.beasupport.de/en-us/verfuegbarkeit

4.2 Terminal Server

beA Desk can be fully used on terminal servers without requiring beA Client Security.

4.3 Automatic Synchronization

• Messages are synchronized automatically
  
• Default interval: every 10 minutes

Incoming messages are moved to:
"STP beA Desk Inbox"

Sent messages are moved to:
"STP beA Desk Sent" after confirmation

4.4 Memory Usage

Expected additional memory usage:

• approx. 700 MB per user
  
• can exceed 1 GB

4.5 Sending Log

Sending logs can be checked in the Sent folder.

4.6 Messages with Error "F001"

• Messages may fail due to transmission errors
  
• They are moved to Send Errors
  
• You can copy them to Drafts and resend

4.7 Address Search

Recipients can be searched in the BRAK directory and saved as favorites.

4.8 Read Status

Messages remain marked as "Unread" in the beA Web Client, even if they have been read in beA Desk.

4.9 Message Export

Exported messages are saved as .beamsg files.

These do not fully match exports from the beA Web Client.

5 Integration of Signature Components

beA Desk supports:

• SecCommerce SecSigner
  
• beA Desk Signer

Both allow batch signing of documents.

6 Installation and Update

For details, see the separate installation guide:

"beA Desk – Installation Guide and Technical Basics"