Frequently Asked Questions (FAQ) and Troubleshooting

In Brief

Reduced performance in beA Desk is usually caused by too many stored messages, large attachments, or insufficient RAM. Recommended upper limits apply to the number of stored messages.

Situation

beA Desk is responding slowly or showing general performance issues.

Cause

Possible causes include: - too many stored messages - large attachments - insufficient RAM (particularly on terminal servers)

The following recommended upper limits apply for optimal performance:

Solution

• Regularly export and archive messages you no longer need (e.g., in LEXolution.DMS) and remove them from beA Desk
• Check available RAM, especially in terminal server environments

Note
If the recommended upper limits are consistently exceeded, beA Desk performance may progressively degrade.

In Brief

The error "F001" means that a message could not be delivered to the recipient's intermediary. The message must be sent again.

Situation

The error "F001" appears when sending a message.

Cause

The message could not be delivered to the recipient's intermediary.

Solution

1. Move the message to the Drafts folder
2. Send the message again
3. Additionally: delete the failed message from the outbox in the beA Web Client

Note
The failed message should also be removed from the outbox in the beA Web Client to avoid duplicates.

Why is a message in the "Send Error" folder?

In Brief

If a message ends up in the "Send Error" folder, it could not be sent due to invalid data, missing permissions, or technical issues.

Situation

A message is in the "Send Error" folder and was not sent.

Cause

The message could not be sent due to: - invalid data - missing permissions - technical issues

Solution

Open the message's error log to identify the exact cause.

Note
The error log typically provides the key information needed for further troubleshooting.

Why can't I select a recipient?

In Brief

The recipient search only works when there is an active connection to the BRAK server.

Situation

No recipient can be selected when composing a message.

Cause

The recipient search requires an active connection to the BRAK server.

Solution

Check the connection to the BRAK server and restore it if necessary.

Note
The recipient search is not available in offline mode.

Note
If an address was saved as a favorite (pinned) during a previous address search, it will also be available in offline mode. It can then be selected as a recipient in a draft without needing to perform a new address search.

How are messages transferred to the DMS?

In Brief

Messages are transferred to the DMS as a .beamsg archive, optionally including attachments as separate files.

Situation

Messages from beA Desk are to be transferred to a downstream DMS such as LEXolution.DMS.

Details

Messages are transferred as: - a .beamsg archive - plus attachments as separate files (optional)

Note
Which attachments are archived separately is defined using the export wizard within beA Desk.

How are messages processed in Input Management?

In Brief

Messages are transferred to Input Management as .beamsg files, where attachments are extracted, processed, and automatically classified and assigned.

Situation

Messages from beA Desk are to be further processed in Input Management.

Details

Messages are: - transferred as .beamsg - attachments extracted and processed - automatically classified and assigned

Note
Automatic classification and assignment is based on the rules configured in Input Management.

Are all content types processed in Input Management?

In Brief

No. Certain content types are not processed by Input Management.

Situation

Not all components of a message are processed further in Input Management.

Cause

The following content types are not processed: - digital signatures - certificates - encrypted attachments - delivery receipts

Note
These items remain part of the message but are not analyzed by Input Management.

Why is more RAM required?

In Brief

For each active user session, beA Desk launches its own KSW interface instance, which means RAM usage increases with the number of active users.

Situation

beA Desk's RAM usage appears higher than expected, especially with multiple active users.

Cause

A separate KSW interface instance is started for each active user session.

Typical memory usage: - approx. 500 MB per user - may briefly exceed 1 GB depending on message size

Note
On terminal servers with many concurrent user sessions in particular, available RAM should be sized accordingly.

Can beA Desk be used on a terminal server?

In Brief

Yes, beA Desk is fully supported in terminal server environments.

Situation

You want to check whether beA Desk can be used in a terminal server environment.

Details

beA Desk is fully supported in terminal server environments.

Note
When running multiple concurrent user sessions, the RAM requirement per session should be taken into account (see "Why is more RAM required?").

What happens when beA Desk is closed?

In Brief

Closing the window does not fully quit the application. beA Desk continues to run in the background (system tray).

Situation

After closing the beA Desk window, the application remains active.

Cause

Closing the window does not fully quit the application — beA Desk continues to run in the background (system tray).

Solution

To fully quit the application: - right-click the tray icon → select "Quit"

Note
Without selecting "Quit" via the tray icon, beA Desk remains active in the background.

How does automatic indexing work when filing to the DMS?

In Brief

When you send a beA message containing documents from the DMS, beA Desk (version 1.13 and later) automatically detects where the message belongs. When it is transferred to the DMS, it is automatically filed in the correct case file and the correct section — exactly where its documents came from.

Your Benefits

• Fewer clicks: You no longer need to look up the case file and section after sending.
• Complete case files: The sent message is filed right alongside the documents it was created from.
• Fewer misfiled documents: The assignment comes directly from the DMS itself.
• You stay in control: Before the transfer, you can see exactly where the message will be filed. By marking a document as a formal submission, you determine the filing location yourself.

How It Works

The message is filed in one location together with all separately exported attachments:

• All documents from the same case file and the same section: Filed in that case file and section
• From the same case file, but from different sections: Filed in the case file, without a section
• From different case files: Filed in unassigned documents

Formal submissions take priority: If you marked documents as a formal submission when creating the message, only those documents are used to determine the filing location. The other attachments are then disregarded.

Example: Your message contains documents from case file A and case file B. If the document from case file A is marked as a formal submission, the message will be filed in case file A.

Steps

1. When creating the beA message, attach documents from the DMS.
2. If needed, mark a document as a formal submission to determine where the message will be filed.
3. Send the message and open the Transfer to DMS dialog.
4. Enable Use DMS assignment (case file / section) and select the collector.
5. Check the Archive destination row to see where the message will be filed, then click Next.

Limitations

In the following cases, automatic filing does not apply and the collector's default configuration is used instead:

• winsolvenz: Automatic filing is not supported for documents from winsolvenz.
• Forwarding a message: When forwarding a message, the document data (case file and section) is lost.
• Documents from folders: Folders do not have a case file or section assignment.
• Drafts from earlier versions: For outbox messages that were created as drafts in an earlier version of the program, a retrospective assignment is not possible because the required metadata is missing.

Note
Want to file the message somewhere different on a one-off basis? Simply leave Use DMS assignment (case file / section) disabled. The default configuration of the selected collector will then apply as before. You can find all the rules in detail in the manual under "Automatic Indexing When Filing to the DMS".