Peter Wenzel
Peter Wenzel is a co-founder and consultant at Aktenplatz. A management consultant with over 20 years of mid-market experience, he has delivered more than 100 DMS projects across tax firms, medical practices and manufacturing operations. His focus is on processes that work in practice, on change management and on the lasting adoption of digital tools — from analysing broken workflows to sustained team buy-in. His guiding principle: “The software is never the problem; the change behind it always is.”
Articles by Peter Wenzel · 69
Backups
Activate daily backups: in the project settings under “Backup”, click “Backup project now” – daily backups are then created automatically; the project can also be exported as a ZIP.
Opening Mails
View emails directly in the project: open the mail area via the mail icon and filter by All/Sent/Received.
Set up document status & tags
Create central, colour-coded status values and tags for documents (and optionally case files) and show the period column for files.
Global Upload Space
Upload project-wide files to the “Global Files” area and sort them into folders/subfolders: open via the files icon, add via “Upload” or drag & drop, structure with “Folder”.
Mails
The complete Mail page of the project settings: sender address and custom SMTP, project email addresses with whitelist, external accounts via IMAP/POP3/M365 journal (also via MailStore Gateway), Microsoft 365 sync, mail assignment, fast filters, PDF attachments in records, attachment filtering for global documents and the DATEV interface.
Reading the audit log
Trace a project's security and compliance activity: pick a time range, filter by event type and export as CSV.
Digitizing a Trades Business: Jobs, Receipts and Customers Paperless
How trades and craft businesses capture quotes, delivery notes and photos directly on the job, request documents digitally and involve customers via a portal – even mobile from the site.
Digitizing a Tax Firm: Client Files, GoBD and DATEV Under Control
How tax firms manage client documents digitally, GoBD-compliant and GDPR-secure – from requesting receipts and the client portal to the DATEV connection.
E-Invoicing in Germany 2025: Formats & Obligations
The German B2B e-invoicing mandate: since 1 January 2025 companies must be able to receive e-invoices. Formats ZUGFeRD and XRechnung, transition periods and practical steps.
GoBD and Procedural Documentation: What Companies Need to Know
GoBD explained simply: the German principles for proper digital bookkeeping, the four parts of the procedural documentation and a practical checklist.
Record Retention Periods in Germany (2025): How Long to Keep Documents
Retention periods at a glance: since 2025 invoices and accounting vouchers generally 8 years, books and annual accounts 10 years, business letters 6 years – with a table and legal basis.
PDF: history & rename in the viewer
In the PDF viewer, rename a file via the pencil icon and open its history (versions & annotations) from "More".
Specifying Project Details
Specify project details in the settings: name, description, default view, file colour and feature toggles (OCR, locks, visibility) – then save.
Import contacts via CSV
Bring existing contacts into Aktenplatz from a CSV file instead of creating them one by one – so you can transfer whole contact lists in just a few steps.
More viewers: images, video, drawings & e-invoices
Besides PDF and Office, Aktenplatz opens images, videos, draw.io drawings and e-invoices (XRechnung) directly in the browser.
Edit two PDFs side by side
Use the split view in Aktenplatz to open and edit two PDF documents next to each other at the same time – ideal for comparing and transferring content.
Linked comments in a PDF
Place numbered comment markers directly in the Aktenplatz PDF editor and manage them via a sidebar – jump to each note and keep detailed feedback organised.
Filter & sort case files
Use the toolbar of any project view to search case files quickly, filter by "Recently edited" and "Only my cases", and set the order.
Contacts trash
Deleted contacts go into the trash of the contacts area. Restore a contact – or delete it permanently.
Mail synchronisation FAQ
Answers about mail synchronisation: which mailboxes, IMAP vs POP3, M365 without basic auth, Gmail app password, audit-proof and troubleshooting.
Digitise incoming mail
From an incoming email to a structured file: connect the mailbox, auto-assign, file attachments, OCR, task – the complete workflow.
Mail providers & connectors overview
Overview of the Aktenplatz mail connectors for Microsoft 365, on-premises Exchange, Gmail and other providers – only the journal-mailbox route is audit-proof.
Connecting Microsoft 365 via the Graph Connector
Connect Microsoft 365 to Aktenplatz directly via the Microsoft Graph API – convenient, but not audit-proof. No Azure app registration; set up under Settings → Sync.
Setting up a Microsoft 365 journal mailbox
Set up a journal rule in Microsoft 365 and connect the journal mailbox to Aktenplatz – the only audit-proof way to capture your mail traffic seamlessly.
Setting up a journal mailbox for Gmail
Set up a journal mailbox for Gmail / Google Workspace via a compliance rule and connect it to Aktenplatz – the only audit-proof way to archive Gmail messages.
Setting up a journal mailbox on local Exchange
Set up a journal mailbox and journal rule on a local Exchange server and connect it to Aktenplatz – the audit-proof way of mail archiving.
Log time per task
Log time per task: open the task, click Log Time under Time Tracking and specify the period; the time appears in My Work and your Work Reports.
Time Log Todos
Time Log Todos: with a management account, approve or reject your team’s weekly reports and holiday requests via the time-recording menu.
Holidays
Manage holidays and public holidays: view team holidays in the time-tracking menu (management) and set public holidays by country/state via the calendar settings.
Work reports
Display and export work reports: via My Work → Work Reports select the period and download the report as PDF (activity report/hours summary) or CSV.
Log Time
Record working time in Aktenplatz: start/pause/stop via the Time Recorder (Clock In) and enter times manually in the “My Work” weekly overview.
Sorting Mail Attachments Automatically
File mail attachments automatically: add PDF attachments of filtered mails to the file, show them in Global Files and sort them with the FindAndBind assistant.
Synchronising Mails
Synchronise email accounts (e.g. web.de, Gmail) with Aktenplatz via IMAP, POP3 or M365 journal – also via MailStore Gateway. Connect the account under External mail accounts, enter server data and auto-assign mails to file cards.
Fast Filters
Create and use fast filters: save predefined search terms via the Mail Assignments settings and select them with one click in a file’s mail view.
Assigning Mails from different Mail Accounts
Connect several mail accounts separately: add an IMAP account via Project Settings → Mail → External mail accounts and link different accounts to different projects.
Sorting Mails into files
Automatically assign incoming mails to the matching file: define rules via the Mail Assignment Settings and view assigned mails in the file’s Mail tab.
Adding a contact group
Create a new contact group in Aktenplatz via the “+” next to groups: enter a name and description, then keep related contacts neatly organised in one place.
Removing a Contact
Delete a contact in Aktenplatz via the “…” menu; deleted contacts move to the trash, so you can restore them later if you removed one by mistake.
Managing Contacts
Open a project’s Contacts area in Aktenplatz to view your contacts, sort them and filter by account or group – so you always find the right person fast.
Modifying a Contact
Modify an existing contact in Aktenplatz via “edit contact”, change the details and save them with “Update” – so contact information always stays current.
Adding a Contact
Create a new contact in Aktenplatz via “New Contact”: add a photo, first and last name, notes and more fields, then save it to your project’s contacts.
Open and edit a Power Point Presentation
Open and edit PowerPoint presentations (.pptx) directly in Aktenplatz: format slides, insert shapes/images, add slides and navigate via the slide panel in the built-in editor.
Open and edit an Excel file
Open Excel spreadsheets (.xlsx) right in Aktenplatz, edit them with the toolbar and enter formulas via the formula bar.
Blob Storage Settings
Connect your project to your own S3-compatible blob storage: in the project settings under “Blob storage”, enter URL, credentials and bucket, enable it and save – incl. versioning and Object Lock archive.
Mail Assignment Settings
Automatically assign incoming mails to files via rules: Project Settings → Mail → Mail Assignments, create rule lines with and/or logic and save.
Automation
Create automation rules: in the project settings under “Rules”, define a rule – trigger (e.g. file moved, source/destination tray) and action (e-mail, highlight, assignment) – and save.
Adding Categories
Create a category in the project settings: choose a name and colour. Categories apply to appointments and file cards.
Event Settings
Configure a project’s calendar and event settings: time zone, displayed time range, holidays, SMS reminders and absences.
Defining Main Issues
Define default main file cards: in the project settings under “Main File Cards”, add a main file card under which new files are automatically sorted.
Specifying Fields
Create custom fields for files: in the project settings under “Fields”, click “+”, choose a field type (short text, paragraph, date, labels, dropdown, checkbox, file image), configure it and save.
File Title
Compose file titles automatically: in the project settings under “Title”, add fields as prefixes, reorder them, set line breaks and save.
Users
Invite users to a project: in the project settings under “Users”, click “+”, enter an email, choose a role (guest/owner) and save – incl. groups and sharing from the board.
Automations
Automations: trigger actions automatically on events such as moving a file. Create a rule (When/Then) under “Rules” in the project settings – with a link to the detailed guide.
Move global files to issues
Assign global (project-wide) files to a specific file card: in the files view tick the file, click the move icon in the selection bar, choose project and target file card in the dialog and move it.
Moving Tray Files
Move file cards within a project from one tray to another by drag & drop: grab the card, drag it into the target tray and drop it (confirm the move if enabled).
Moving a File to Another Project
Move a file to another project: in the file’s “…” menu click “Move to another Project”, choose the destination project (and optionally the tray) in the dialog and move it.
Importing a project
Import an exported project (.zip): open the “+ Create Project” window, choose the “Import exported projects” card, enter a project name, select the .zip file and import.
File Attachments
Set up file templates in the project: in the project settings under “Templates”, use the empty Word/Excel/PowerPoint templates or upload your own – they appear in the file under “New File”.
Open and edit a Word document
Open Word documents (.docx) right in Aktenplatz, edit them with the toolbar and switch between editing and viewing.
Using OCR
Use “Enable OCR” in the PDF viewer to recognise text in scans and images so you can search, copy and reuse it.
Using the PDF-viewer
View PDFs right in Aktenplatz and annotate them with pencil, text, stamps and OCR, zoom in, then save and print – no separate PDF program required.
Hiding a Tray
Hide and show a tray in Aktenplatz via the column selection and its eye icon – so your project board stays focused on the trays you are working with.
Adding a Tray
Add a tray (board column) in Aktenplatz: enter a title and save it, then add more trays to structure your project board exactly the way you work.
Managing Trays
Manage trays in Aktenplatz: rename them, set a colour, restrict their visibility, minimise and delete them – so your project board matches your workflow.
Switching views
Switch between the project views in Aktenplatz – board, table, calendar, files and mails – so you always get the right perspective on your case files.
Using Aktenplatz with your team
Use Aktenplatz as a team: invite members, assign roles (owner/guest/file-attachments-only) and manage groups.
Duplicating a project
Duplicate an existing project in Aktenplatz – copy its structure, trays, fields and settings as a copy or template.
Creating a Project
Create a project in Aktenplatz step by step: choose a template, name it, invite your team and open the project.
Sync
You have the option of synchronising a project in Aktenplatz with an Outlook account or a Google calendar and transferring mails and appointments. In this…