Overview
When you send a beA message with documents from the DMS and then import that sent message back into the DMS, beA Desk offers to file the sent message in the same location in the DMS where the documents originally came from.
This way, the brief and the proof of delivery end up in the same place, and you don't have to assign the message manually. If no clear filing location can be determined, beA Desk places the message in the unassigned documents.
Requirements
Automatic filing only applies when both conditions are met:
- In the Transfer to DMS dialog, the option Use DMS assignment (case file / section) is enabled.
- The attached documents originate from a case file or section in the DMS.
If the option is not enabled, the standard configuration of the selected collector applies as before.
For the selected collector, an interpreter with a processing template must exist in the DMS.
How beA Desk Determines the Filing Location
beA Desk decides in two steps:
- Determine the relevant documents: If you have marked documents as a brief, only those documents count. If no document is marked, all DMS documents in the message count.
-
Derive the filing location:
- All relevant documents come from the same section → filed under this case file and section.
- They come from the same case file but different sections → filed under the case file (without section).
- They come from different case files → filed under unassigned documents.
If the message contains only one document, or only documents from one section, the marking makes no difference: the filing location is always unambiguous in that case.
The filing location applies to the entire message — that is, to the .beamsg archive and all separately exported attachments. Before the transfer, you can see in the Transfer to DMS dialog, in the Archiving destination row, where the message will be filed (internal reference number and section name).
All Cases at a Glance
| Origin of DMS documents | Marked as brief | Filing location of sent message |
|---|---|---|
| One document | – | Case file and section of the document |
| Multiple documents, same section | – | Case file and section of the documents |
| Multiple documents, different sections of one case file | One document | Case file and section of the brief |
| Multiple documents, different sections of one case file | Multiple, from the same section | Case file and section of the briefs |
| Multiple documents, different sections of one case file | Multiple, from different sections | Case file (without section) |
| Multiple documents, different sections of one case file | None | Case file (without section) |
| Multiple documents, different case files | One document | Case file and section of the brief |
| Multiple documents, different case files | Multiple, from the same case file | Case file and section of the briefs |
| Multiple documents, different case files | Multiple, from different case files | Unassigned documents |
| Multiple documents, different case files | None | Unassigned documents |
| Documents from a folder | – | No automatic filing (standard configuration) |
Examples
Statement of claim with attachments from one section: You send the statement of claim and three attachments, all from the Briefs section of the Müller ./. Schmidt case file. The sent message is filed under Müller ./. Schmidt in the Briefs section.
Brief with attachments from other sections: The brief is in the Briefs section, and the attachments are in the Correspondence section of the same case file. The brief is marked as a brief document. The message is filed under the Briefs section.
Documents from two case files with no marking: You send documents from the Müller ./. Schmidt and Meyer GmbH case files without marking any brief. Since beA Desk cannot determine a clear filing location, the message ends up in the unassigned documents.
Tip
Always mark the actual brief as the brief document. This ensures that the message ends up in the correct case file even when attachments come from multiple locations.
Exceptions
In the following cases, automatic filing does not apply. The message is then filed according to the collector's standard configuration:
- winsolvenz: Automatic filing is not supported for documents from winsolvenz.
- Forwarding a message: If you forward a sent message, the document data (case file and section) is lost. As a result, the forwarded message cannot be assigned automatically.
- Documents from folders: If the DMS documents come from a folder rather than a case file, automatic filing does not apply. The message is then filed according to the collector's standard configuration.
- Drafts from earlier versions: For outbox messages that were created as drafts in an earlier version of the program, retroactive assignment is not possible because the required metadata is missing.
Notes
No access to the case file: If the user transferring the message to the DMS does not have access to the identified case file, the message will be placed in the unassigned documents.
Section renamed: If the section was renamed or deleted after the message was sent, the message will be filed under the case file without a section.
Check unassigned documents: Messages that beA Desk cannot assign unambiguously are placed in the unassigned documents. Assign these manually to the correct case file from there.
Saved assignment: beA Desk only remembers the case file and section. No other document metadata is carried over.
This article has been automatically translated by an AI and may therefore contain errors.
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