A beA message is normally started from the matter it belongs to. The documents you select in the matter become the attachments, the matter number is carried over, and the message is sent from the matter’s beA mailbox. This article walks through the complete outbound workflow: a legal assistant prepares the message and marks it Sendebereit (ready to send), the lawyer reviews it in the drafts folder and sends it.
This is the second of three articles on beA in Amberlo:
- Set up a channel
- Send a message from a matter (this article)
- Process an incoming message
The example sends a Schriftsatz from the matter GG24 IN 01/26 via the channel GG24 to the mailbox of the channel HH24.
Note: The screenshots show the German user interface. The English labels are given in brackets.
Prerequisites
- A beA channel is set up for the sending mailbox (see Set up a channel).
- The matter contains the document(s) you want to send.
- Your user has the beA send permission for the mailbox. Without it, the beA action in the matter is disabled.
Start the message from the matter
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Open Akten (Matters) and open the matter.
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In the left rail of the matter, open Dokumente (Documents).
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Select one or several documents. The selection toolbar appears above the list; its last icon is Über beA versenden (Send via beA).
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Click Über beA versenden and pick the channel (mailbox) the message is sent from. All beA channels you have set up are offered; we pick GG24.
The Nachricht senden (Send message) form opens in a modal, with the selected documents already attached and the matter bound. A draft is saved automatically as you work; the time of the last save is shown at the top right (Zuletzt gespeichert).
Complete the message
| Field | Description |
|---|---|
| Kanal * | The beA mailbox the message is sent from. Preselected with the channel you chose; it can be changed to any other mailbox you are authorised for. |
| Aktennummer des Absenders | Your own matter number. It is carried over from the matter and is read-only. |
| Betreff * | Subject of the message (max. 1000 characters). Prefilled with Draft message — replace it. |
| Empfänger * | The beA recipient. Click into the field to open the beA recipient search (see below). A SAFE-ID is never typed by hand. |
| Aktennummer des Empfängers | The recipient’s reference number (max. 200 characters). |
| Anhänge | The attachments, see below. |
| Empfangsbestätigung | Requests an electronic acknowledgement of receipt (eEB). Only enabled once at least one attachment is present. |
* Mandatory field. Sendebereit and Senden stay disabled until the mandatory fields are filled.
A beA message has no free-text body: the content travels in the attached Schriftsatz.
Search for the recipient
Click into the Empfänger field. The beA recipient search opens below it with the fields Vorname, Nachname, Name der Abteilung, Stadt and Postleitzahl. Enter at least one criterion and click Suchen…; the matching mailboxes are listed on the right. Click a result to set it as recipient; Löschen clears the criteria.
The selected recipient is shown in the Empfänger field. The × removes it, the magnifier opens the search again.
Attachments
The Anhänge list shows every attachment with:
- its type: Anhang (attachment, an Anlage) or Rechtsdokument (legal document, the Schriftsatz). Documents coming from the matter arrive as Anhang; set the Schriftsatz to Rechtsdokument.
- a download and a delete icon
- up/down arrows — the attachments are transmitted in the order shown.
To add further documents from the matter, click Durchsuchen (Browse) under Dokumente aus der Akte auswählen. The dialog Einfügen von Dateien aus dem Amberlo-Speicher opens at the matter’s folder: tick the documents, confirm with OK. Only documents that are already filed in this matter can be attached this way.
After changing type or order, click Anhänge aktualisieren (Update attachments) to save the attachment list.
beA’s attachment rules are checked when you send: file names of at
most 84 characters (90 for signature files) using only
a-z A-Z ä ö ü Ä Ö Ü ß 0-9 _ -, no duplicate file names, at
most 200 MB and 1000 files per message, no
.exe .com .bat .cmd .lnk .ini. Documents that arrived via
beA are already stored under beA-safe names.
The completed form:
Hand over or send
The footer of the form offers four ways to leave it:
| Action | Effect |
|---|---|
| Sendebereit (Ready to send) | Saves the message and sets its status from Entwurf (draft) to Sendebereit. Nothing is sent yet — this is the hand-over to the person who sends. |
| Senden (Send) | Sends the message immediately (requires the send permission for the mailbox). |
| Schliessen und Entwurf behalten | Closes the form; the message stays a draft in Entwürfe. |
| Verwerfen (Discard) | Deletes the draft after a confirmation. |
In our example the assistant clicks Sendebereit. Amberlo confirms: Die Nachricht ist sendebereit und kann nun von einer dazu berechtigten Person gesendet werden.
Review and send from the drafts folder
The lawyer opens Kanalnachrichten → channel GG24 → Entwürfe and clicks the filter chip Sendebereit. Only messages that have been released are listed; the filter is remembered per user. The badge eEB beantragt marks messages that request an acknowledgement of receipt.
Selecting the message shows its header and attachments; clicking an attachment previews it inline, so the Schriftsatz can be checked without opening the compose form. The actions are Löschen (Delete), Bearbeiten (Edit – opens the form again), Verschieben (Move) and Senden (Send).
Click Senden and confirm the prompt Bist du dir sicher? with Senden.
The message leaves the Sendebereit filter …
… and appears in Gesendet (Sent), still carrying the eEB beantragt badge. Validierungsbericht öffnen opens the Prüfprotokoll of the transmission.
If a transmission fails, the message stays in Sendebereit with an error, so it can be corrected and sent again.
Note: Signing is not required to send. A qualified electronic signature is a separate capability and is documented separately.
Once the recipient answers the eEB request, the eEB status is shown on the sent message as described in beA – Understanding the eEB status of messages. Sent messages and their attachments are archived automatically, see beA – Archiving Messages, Attachments and Validation Reports.
Next step
Continue with Process an incoming message.
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