Receiving a beA message in Amberlo means more than reading it: the message is filed into the right matter, the incoming document is stamped, the deadline and the follow-up task are recorded, and the message is passed on until it is done — all without leaving Amberlo. This article walks through that workflow for one message.
This is the third of three articles on beA in Amberlo:
- Set up a channel
- Send a message from a matter
- Process an incoming message (this article)
The example continues the message sent in the previous article: it arrives in the mailbox of channel HH24 and belongs to the matter HH24 IN 02/26.
Note: The screenshots show the German user interface. The English labels are given in brackets.
Open the message
- Open Kanalnachrichten (Channel messages) and select Posteingang (Inbox) of the channel — here HH24 (beA).
- New messages carry the badge Ungelesen (unread). Click the message to open it.
The message details show Von (From) and An (To), the Referenznummer (the sender’s matter number), Zwischenstation and Briefkasten am Eingang (the transmission timestamps) and, if the sender requested an acknowledgement of receipt, the badge eEB beantragt. The attachments are listed as buttons; the panel on the right is where the message is connected with your Amberlo data.
The message actions are Antworten (Reply), Verschieben (Move), Validierungsbericht öffnen (opens the Prüfprotokoll, see beA – Verification Report) and — when an eEB was requested — Answer eEB, which opens the form to accept or reject the eEB (see beA – Filling out the eEB form).
Click an attachment to preview it inline below the header. PDFs open in the document viewer with page navigation and zoom; click another attachment to switch.
File the message into a matter (Akte)
Nothing is filed automatically and no matter is suggested: you pick the matter yourself.
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In the right panel, open the Akte dropdown and select the matter.
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The attachments and the XJustiz dataset are filed into the matter immediately — Amberlo confirms with 2 Dateien in HH24 IN 02/26 gespeichert. The panel now shows the matter with Aktennummer and Verantwortlich (responsible lawyer), and the actions Frist notieren and Aufgabe zuweisen become available.
If you picked the wrong matter, select another one from the same dropdown: the documents are moved from the old matter to the new one.
Stamp the document
Two independent stamps can be applied to an attachment. Select the attachment first (click it so that it is previewed); otherwise Setzen is disabled and the panel reads Wählen Sie ein Dokument aus, um es zu stempeln.
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Eingangsstempel (receipt stamp) → Setzen: stamps EINGEGANGEN with the date and time of receipt, the channel (über beA), who stamped it and when, and the firm. The stamp is applied at once.
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Fristenstempel (deadline stamp) → Setzen: the dialog Frist notieren asks for the noted deadline (Neue Frist,
dd.mm.yyyy). Confirm with Done; the stamp FRIST – Ablauf: is added.
Each stamp shows Stempel gesetzt in the panel and can be removed with Entfernen; the deadline stamp can also be changed with Bearbeiten. The stamps are renditions on the PDF — the received original stays untouched. The deadline stamp is only a notation on the document; it does not create a deadline in Amberlo’s Fristen (that is the next step). Stamping works with or without an assigned matter.
Record the deadline (Frist)
Click Frist notieren in the Fristen section. Amberlo’s deadline dialog opens with Aktenname and Verantwortlicher Anwalt prefilled from the matter. Fill in at least Fristgrund (reason) and Fristende (end date); Vorfrist (advance deadline), Notfrist and Vorläufige Frist are optional. Click Erstellen.
The deadline is listed in the panel with reason, end date and responsible lawyer, and appears in the matter’s Fristen. Several deadlines can be created from one message; editing or deleting a deadline is done in Amberlo’s Fristen, not here.
Assign a task (Aufgabe)
Click Aufgabe zuweisen in the Aufgaben section. Amberlo’s task dialog opens with Verbunden mit (linked to) set to the matter; all other fields follow the usual task defaults. Enter a Titel, choose the Empfänger (assignee, for example the responsible lawyer), adjust the due date if needed and click Erstellen.
The task is listed in the panel with assignee and due date. It is linked to the matter and appears in the assignee’s task list; editing is done in Amberlo’s tasks.
Set the handling status
The Status at the bottom of the panel records who the message is currently with:
| Status | Meaning |
|---|---|
| Ungelesen (Unread) | New message, nobody has taken it yet. |
| Sekretariat (Secretariat) | With the secretariat / paralegal. |
| Anwalt (Lawyer) | Handed over to the lawyer. |
| Bearbeitet (Processed) | Processing is finished. |
Statuses can be set in any order, forwards or backwards. The status is an Amberlo-internal flag: it is never sent to beA and is independent of the tasks and deadlines created from the message.
In our example the message is finished, so we set Bearbeitet.
The same statuses are available as filter chips above the message list — Alle, Ungelesen, Sekretariat, Anwalt, Bearbeitet — so that each role finds the messages waiting for them. The selected filter is remembered per user.
Done → Archiv
Click Done to apply the changes in the panel. A message with status Bearbeitet is then moved out of the working inbox into the sub-folder Archiv of Posteingang, which Amberlo creates automatically.
Open Posteingang → Archiv to find it again. Archived messages stay readable, keep their matter, deadlines, tasks and stamps, and are never deleted.
The message in the matter
In the matter overview, the task created from the message is listed under Aufgaben and the filing of the two documents is recorded in the Aktivitäts-Feed.
The filed documents are in the matter under Dokumente. Each document that arrived via beA carries a chip beA empfangen · ; clicking it opens the originating message in the channel messages view. The task created from the message is visible in the matter overview, and the filing itself is recorded in the activity feed.
Filing to the matter is working storage, not long-term archiving: incoming messages, attachments and validation reports are additionally archived automatically as described in beA – Archiving Messages, Attachments and Validation Reports.
Related to