Handover to Input Management

Transfer to Input Management

Transferring beA messages to Input Management (IM) enables the automated processing of incoming messages. This includes, among other things, classification, assignment to files, and forwarding to Documents.

Procedure

1. Open the desired mailbox folder in the beA Desk.
   
2. Select one or more messages to transfer by checking the corresponding checkbox.
   
3. Click the “[Transfer to Input Management]” button.

Note
Please manually enter the full and correct name of the target stack in Input Management. There is no dropdown list of available target stacks.

Transfer to Input Management is only available in the inbox.
This function is not available in other folders (e.g., Sent or Drafts).

4. The processing will start in the background.

After the Transfer

The message, including all attachments, is transferred to Input Management as a .beamsg file. The beA Desk sends both the .beamsg file and all attachments separately. Although Input Management can extract attachments from a .beamsg file itself (for example, when manually uploading via the IM web interface), this method is not used when transferring from the beA Desk—instead, the transfer is intentionally done separately to allow for direct processing.

Note
Unlike the “Transfer to DMS” function, there is no visible indicator (such as a blue dot) in the beA Desk. Processing can be tracked in Input Management or in Documents.

• The system automatically extracts:

  • all attachments (e.g., PDF, DOCX, TIFF)
    
  • relevant metadata such as sender, subject, and date sent
    
  • the message text (if available)

Afterward, the transfer to Input Management takes place, where automatic classification and assignment occur. The beA message itself is recognized and classified as such, while the attachments are assigned to different document classes using AI-based analysis (based on content, OCR data, and metadata)—for example, court mail, general mail, or claims filings.

Depending on the configuration of the document classes, it is possible that individual attachments may follow different processing paths in Documents.

The assignment to files or cases (e.g., insolvency proceedings) is handled by Input Management, while forwarding as a task is carried out by Documents itself, since Input Management does not have its own task function.

You can find a detailed description of these processes in the Input Management documentation.

Information about the .beamsg File and Processing in Input Management

What is a .beamsg File?

A .beamsg file is the package format in which a beA message, including all related data, is transferred from the beA Desk to Input Management. This file contains not only the actual message text but also all attachments and important metadata for further processing, such as sender information, subject, and date sent. It often also includes audit logs and, if applicable, transmission protocols or delivery receipts.

What Content Does Input Management Process?

Input Management extracts and processes the following content from the .beamsg file in particular:

• the message text (if available)
  

• all included attachments (e.g., PDF, DOCX, TIFF)

• relevant metadata:

  • File reference (AZ): automatically read from the attached xjustiz.xml and used for assignment
    
  • Sender, subject, date sent, etc.: must be defined using individually configured recognition rules—they are not extracted automatically

• legally relevant data such as VHN files (proof of trust) and audit logs

The beA message itself is always classified as a beA message. Classification is only performed for the included attachments, which are automatically analyzed and assigned to the appropriate document class based on their content. The documents are then assigned to a file and used for further work processes.

Processing .beamsg Files in Input Management

Input Management (IM) treats .beamsg files as special document packages containing message text and multiple attachments. The following steps are performed, among others:

• Optical Character Recognition (OCR): Converts scanned documents into machine-readable text
  

• Text recognition and extraction: Identifies relevant text sections based on configurable rules
  

• Classification: AI-based classification of documents based on content and metadata. Each document is automatically assigned to a document class (e.g., court mail, general mail, claims filing). This classification takes place before rule-based processing, as it determines which information should be extracted from the OCR-recognized text.
  Subsequent assignment to files or cases is rule-based, by reading defined features from the machine-readable OCR text—within the respective recognized document class.

• Workflow automation: Task triggering takes place exclusively in Documents. Input Management only passes on a pre-processing template configured for each document class, which is stored in Documents and further processed there (e.g., by assigning a task template).

Note
Please note that task management does not take place in Input Management, but exclusively in Documents. Input Management only passes on the configured pre-processing template for each document class.

Finally, the documents and extracted attachments processed in Input Management are forwarded to Documents.

Assignment to the file already takes place in Input Management, as this is required for assigning participants. Documents takes over this assignment and ensures correct archiving and further processing within the respective file.

What Content Is Not Processed?

The following information is not processed by Input Management:

• Digital signatures and certificate checks (these are performed by the BRAK beA system)
  
• Transmission and delivery receipts
  
• Encrypted or password-protected attachments
  
• Context information such as “reply to” links

This data remains in the beA system and is used for authenticity verification.

Contents of the .beamsg File

• Message text
  
• Attachments
  
• Audit log
  
• Optional: transmission protocol or delivery receipt

Important Notes:
- Encrypted or password-protected attachments are not processed.
- Signature or certificate checks are performed by the BRAK beA system, not by Input Management.

Setup and Configuration

Connecting to an IM System

Finding the System ID of the DMS Server

The system ID required for configuration is read from the database table tblDatabaseId of the DMS server.

Configuration on the beA Message Server (appSettings)

{
  "ImSettings": {
    "ImUrl": "https://stppde.stp-cloud-staging.de/",
    "SkipCertificateValidation": false,
    "ImUser": "bea_technik01@mail.invalid",
    "ImPassword": "********"
  }
}

After saving the settings, the Message Server must be restarted.

Connecting Multiple IM Systems (Multi-Mapping)

Since version 1.5, it is possible to assign multiple IM systems to different DMS systems.

Example of an extension to appSettings

{
  "DmsServerSettings": {
    "Servers": [
      { "SystemId": "ID-1", "Description": "DMS on app09" },
      { "SystemId": "ID-2", "Description": "DMS on app01" }
    ]
  },
  "DmsToImMapping": [
    {
      "DmsServerSystemId": "ID-1",
      "ImUrl": "https://im1.stp-cloud.de",
      "ImUser": "user1@mail.invalid",
      "ImPassword": "********"
    },
    {
      "DmsServerSystemId": "ID-2",
      "ImUrl": "https://im2.stp-cloud.de",
      "ImUser": "user2@mail.invalid",
      "ImPassword": "********"
    }
  ]
}

Fallback: If no suitable mapping is found, the default configuration under “ImSettings” is used.

Validation and Processing in Input Management After a successful transfer, the messages can be viewed in Input Management under “Show Stacks”: URL: https://stppde.stp-cloud-staging.de/en-us/im/clickworkingv2/#/ Search using [Ctrl] + [F] or the document history

A stack contains the message, attachments, and metadata for processing.