Sascha Ladewig
Sascha Ladewig is the founder and CEO of Aktenplatz. For more than 15 years he has built software for German mid-market companies, and in 2021 he founded Aktenplatz with a clear goal: sovereign, GDPR-compliant document management at accessible prices — hosted exclusively in German data centres, without US subcontractors. He advises tax-advisor chambers on GoBD-compliant client communication and regularly speaks on digital sovereignty, IT security and cloud architecture for SMEs.
Articles by Sascha Ladewig · 115
Create & send document binders
Collect several files in a document binder, download them as a merged PDF or ZIP and send them to recipients.
Use file & folder templates
Create new documents from file templates and provide a consistent filing structure with default folders.
Annotating PDFs
Annotate documents in the Aktenplatz PDF viewer: draw with the pen, add text and stamps, edit your annotations and save them straight back to the file.
Apps & integrations overview
All Aktenplatz app integrations at a glance: calendar and file sync, accounting (LexOffice, SevDesk, DATEV), DocuSign and custom SOAP/JSON interfaces.
DATEV Unternehmen Online
Automatically send documents per task type by email to DATEV Unternehmen Online – daily, weekly or monthly, with a send log.
Managing files in a project
A project files area: upload, create folders, sort, move and download, share, permission or delete selected files.
Display settings
Personal display settings in the profile: count open tasks, automatic refresh, hover preview and date/time in file attachments.
Customise your start dashboard with widgets
Build your personal Aktenplatz start dashboard from widgets for tasks, recently opened items, statistics and app news – arranged just the way you like.
Share cases and folders with customers (“Shared”)
Share whole cases, single folders or individual documents with customer-portal users – with an address book, expiry date, view or upload rights, and a central overview under “Shared”.
Manage portal users
Invite clients as customer-portal users, keep track of pending invitations and check their portal via preview.
Contact support
Contact Aktenplatz support: by email at support@aktenplatz.de or by phone at +49 89 21542631 (Mon–Fri, 9am–5pm). Includes what information to have ready.
Exporting data as CSV
Export a project’s cases, contacts or events as a CSV file – each with all their fields, downloadable as a ZIP.
Change Log
Changelog for Aktenplatz: every new feature, change and improvement listed in chronological order, so you always stay up to date on what has changed.
The Aktenpilot: file documents automatically
The Aktenpilot files incoming documents into the right case using OCR and rules – with preview, queue, keyboard shortcuts and a log.
The customer portal – overview & dashboard
What clients see in the customer portal: a welcome dashboard with stats on messages, documents and tasks, plus the navigation.
Manage file versions
Upload new versions of a file in Aktenplatz, view the full version list and restore an older version at any time – so no earlier state of a document is lost.
Setting up notifications
Use the Notification Center to decide per category whether you are notified by email or mobile app – incl. daily reports, registered devices and a test notification.
Lexware export
Export every document of a task type as a ZIP package with an index.csv, ready for your tax advisor to import into Lexware. Each task is exported only once.
Advanced search: filter precisely
Search precisely in Aktenplatz: by file title, attachment content, fields, metadata and date – combine several criteria with AND/OR.
Signing In
Sign in to Aktenplatz: open app.aktenplatz.de/login, enter your registered email, click “Sign In” and enter the one-time code sent by email.
Using Aktenplatz on mobile & tablet
Aktenplatz is fully optimised for phone and tablet – use the board, cases, PDF viewer, search and customer portal comfortably by touch.
Google Drive synchronisation
Sync a project’s files – global files and records (Akten) – bidirectionally with a Google Drive folder. Uses the project’s Google connection; syncs every 3 minutes.
Connect a scanner to Aktenplatz (via FTP)
How to connect scanners & multifunction devices to Aktenplatz via FTP – step by step for Brother, ScanSnap (WebDAV) and large copiers from every vendor.
Digitizing a Medical Practice: Managing Patient Records GDPR-Compliant
How practices manage findings, reports and forms centrally, encrypted and GDPR-compliant – with access rights, a complete history and audit-proof storage.
Choosing a DMS: Criteria, Costs and Rollout (Checklist)
How to choose a document management system: the key criteria from GDPR hosting to GoBD and interfaces to migration – plus cost factors and rollout tips.
GDPR Deletion Periods & Deletion Concept Explained
What the GDPR requires for deleting documents, how to reconcile retention obligations with deletion duties, and what a deletion concept (DIN 66398) looks like.
The customer portal on mobile
The customer portal is fully usable on mobile – navigation, dashboard, documents, tasks and messages straight in the phone browser.
Time-period column & Valuta on documents
Show a time-period column on documents (years/months, back/ahead) and record the Valuta value date per file.
Search files & switch the view
Search documents in Aktenplatz with AND/OR logic (space = AND, comma = OR) and switch between tree and list view – so you find the right file quickly.
Requesting documents
Request files from clients or colleagues in a targeted way – recipients upload, you follow each document request with live status.
Restoring deleted files
Deleted documents go into the project trash. Open "Deleted files" and restore a file – or delete it permanently.
Manage files and folders with the WebDav Client
Mount case attachments and global files as a network drive via WebDAV – all connection details (address, username, app password) come from /profile/webdav; natively via Finder/Explorer or with Mountain Duck.
Glossary: Aktenplatz terms
Briefly explained: project, tray, file, fields, file pilot, journal mailbox, OCR, audit-proof and more – with links to the matching guides.
Create recurring events
Set up repeating events as a series in Aktenplatz and edit or delete a single occurrence or the whole series – so recurring appointments stay under control.
Web tabs on a case file
Add your own URL tabs to a case file in Aktenplatz and open external websites embedded directly in it – so relevant links stay right where you need them.
Detect duplicates
Spot and clean up duplicate documents during import in Aktenplatz, and find case files with an identical title – so your archive stays tidy and duplicate-free.
File permissions & requesting access
Restrict view, download and editing of individual files per user – and request and approve access when a file is locked.
Edit tasks with bulk actions
Select several tasks at once in Aktenplatz and mark them done or delete them in a single step – bulk actions save time when you manage many to-dos.
Create subtasks
Break a task down into smaller subtasks in Aktenplatz to work through larger to-dos step by step – so big jobs stay clear and every detail gets done.
Messages in the customer portal
The live chat in the customer portal: how clients and the firm communicate directly and in real time.
Calendar in the customer portal
How clients see their own tasks and events in the customer-portal calendar – in month, week, day or agenda view.
Answering document requests in the portal
How clients upload requested documents in the customer portal and track the status of their document requests.
Relationships & relationship graph
Link files as parent or child in Aktenplatz and show the relationship graph via the “Relationships” tab – so connected case files stay clearly structured.
Generating a URL (creation link)
Generate a URL via the "…" menu of a file – a link to the file to copy and share. Plus further menu actions.
Assigning responsibles
Assign responsibles (team members) to a file: click (+) in the team area, search for a user and select them.
Setting a reminder on a file
Set a reminder on a file in Aktenplatz: choose “Set reminder”, pick the date and time and save – so important case files never slip through the cracks.
History of a file
View the chronological history of a file: assignments, uploaded and deleted attachments and other changes with user and time.
Comments on a file
Leave comments on a file: add a comment (key M), edit, delete and reply – for coordinating within the team.
Calendar: views & filters
Switch between month, work week, week, day and agenda in the project calendar, navigate and search and filter appointments.
Creating tasks from templates
Create tasks from a template: when creating a task, choose between "From scratch" and "Choose from a template".
Recurring tasks
Create tasks as recurring: enable the "Repeat" option when creating and set the interval – ideal for regular to-dos.
Mobile device settings
How Aktenplatz is displayed in the mobile app: choose the view mode and show the file above the tasks.
Creating a task from a document
Create a task from an open document and see linked tasks – attach to-dos and deadlines directly to a document.
Stamping documents
Mark documents in the PDF viewer with a status stamp: Approve, Reject, Workflow, Approved, Rejected or Reviewed – place and save.
Getting started with Aktenplatz
The fastest way into Aktenplatz: create a project, files & documents, tasks, team, mail and automation – with links to all detailed guides.
Custom SOAP/JSON interface
Connect any third-party system via a custom SOAP or JSON interface and pull its data into records automatically via field mapping.
DocuSign integration
Sign documents electronically with DocuSign directly from Aktenplatz. Connect via the shared app or your own app (JWT).
VTiger integration
Import VTiger contacts as records into a project: enter connection and access key and map VTiger fields to the project fields.
SevDesk integration
Sync contacts between Aktenplatz and SevDesk: set up the API token, sync direction and field mapping.
LexOffice integration
Sync contacts between Aktenplatz and LexOffice: set up the API key, sync direction and field mapping.
Teams import
One-time import of files from a Microsoft Teams folder into a project (one-way). Requires an authorised Outlook account.
Hetzner Storage Box synchronisation
Bidirectional file sync with a Hetzner Storage Box over WebDAV: enter base URL, user and password and choose a folder.
Nextcloud synchronisation
Bidirectional file sync with Nextcloud over WebDAV. Connect the Nextcloud account via OAuth2 and choose a folder – global or per record.
SharePoint / Teams synchronisation
Sync a project’s global files bidirectionally with a SharePoint/Teams folder. Uses the project’s Microsoft 365 connection.
OneDrive synchronisation
Sync a project’s global files bidirectionally with a OneDrive folder. Uses the project’s Microsoft 365 connection.
Calendar synchronisation (Google & Outlook)
Connect the project calendar with Google Calendar or Outlook/Microsoft 365 so appointments sync automatically. Only the project owner can activate it.
User profile settings
Overview of the user profile in Aktenplatz: open your profile and adjust name, e-mail, language, printer, time tracking and security – with links to all detailed guides.
Time tracking & My Work
Time tracking & My Work feature overview: punch clock, weekly calendar, holidays, approvals, overtime and reports – with links to all detailed guides.
Tasks
Tasks feature overview: create, assign and watch tasks per file, use templates and log time – with links to all detailed guides.
Projects, views & boards
Projects, views & boards feature overview: create/duplicate projects, board/table/calendar/files views, manage trays and organise files – with links to all detailed guides.
Project settings & integrations
Project settings feature overview: details, users & roles, title, fields, main file cards, categories, calendar, templates, mail, backup and blob storage – with links to all detailed guides.
Mails
Mails feature overview: connect mailboxes via IMAP/Microsoft 365, assign mails to files, filter and manage them – with links to all detailed guides.
The file in detail
Feature overview “The file in detail”: tabs (Infos, Attachments, Notes, Contacts, Dependencies, Mail), fields, title, priority, QR code and archiving – with links to all detailed guides.
Documents, files & viewers
Documents, files & viewers feature overview: PDF/Office viewers (Word, Excel, PowerPoint), OCR, attachments, file links and WebDAV – with links to all detailed guides.
Calendar, appointments & contacts
Calendar, events & contacts feature overview: create events, categories and calendar settings, manage contacts and contact groups – with links to all detailed guides.
User account & settings
Account & settings feature overview: profile, email, password/MFA, language, printer, weekly hours, notifications and WebDAV – with links to all detailed guides.
Viewing Users and Groups
View a project’s users and groups: on the Users settings page see the members and their roles, invite new ones via the “+” tile and manage user groups with “Create Group”.
Copying File Link
Copy and share a file’s unique link in Aktenplatz via the link icon (“Link Copied”) – colleagues jump straight to the right file instead of searching for it.
Viewing Archive Files
View and restore archived files in the project Archive: open the Archive from the sidebar, click the file and use the restore icon to return it to its original tray.
Further user profile settings
Additional profile settings: the time-tracking and display options in your user profile – seven-day week, only weekly hours, automatic time recording, file assignment, counting open tasks, auto-refresh and hover preview.
Set a password or enable MFA
Set a password and enable multifactor authentication (MFA): in your user profile via “Passwort aktualisieren” and “Multifaktor-Authentifizierung aktivieren” – incl. authenticator app and QR code.
Download user data
Download your user data as a ZIP: in the project settings under “Backup”, export the project and download the ZIP with JSON source files – incl. data-protection notes.
Deleting your profile
Delete your Aktenplatz account or temporarily deactivate it: use the trash icon to delete, or the “Konto aktiviert” slider to deactivate and reactivate later.
Description template for your time log
Store a description template in your user profile: template text that appears automatically as the activity description when you log your working time.
Your weekly hours
Mark your contractual weekly hours in your user profile: enter them under “Stunden pro Woche” in the time-tracking tab – progress shows as a blue/red bar in “My Work”.
Configuring a Printer
Set up a printer in Aktenplatz: in your user profile use the “Drucker wählen” (Select Printer) dropdown to choose and connect the desired printer.
Choosing the language
Switch the language in Aktenplatz: in your user profile under “Sprache auswählen” pick German or English and save – the app reloads in the new language.
Update your e-mail adress
Change your e-mail address in your user profile: click “E-Mail aktualisieren”, enter the new address and confirm via the verification e-mail sent to the new address.
Uploading a profile picture
Change your profile picture or icon colour in your user profile: use the palette symbol to change the colour, or click the icon to upload your own image.
Using appointment categories
Use categories: filter the calendar by category via the filter panel and control appointment visibility through user groups.
Creating an Event
Create an event in the project calendar via “Create Event”: title, start/end, location, notes, category, repetition and more.
Watching a Task
Watch a task via the eye icon to stay informed about its progress – even when you are not responsible for it.
Adding a Task
Add a new task via the “Create Task” form: title, assignees, due date, lead time, estimated time, description and attachments.
Managing Tasks
Open a file’s tasks via the tasks icon and create a new one with “Create Task” – from scratch or from a template.
Signing Up
Sign up for Aktenplatz: on the login page click “Register now”, enter your email, click “Register” and confirm the account by email. Free 14-day trial.
Searching File, Contact, Event
The global search: use the magnifier icon (or Ctrl + K) to search files, contacts and events across projects and narrow the scope with the General, Documents and Email tabs.
Importing a CSV File
Create many files at once from a CSV file: open the import from the sidebar, set options and drop the file.
Hiding File Columns
In the Aktenplatz table view, hide and show individual columns via the columns icon and the eye toggles – so you see only the file details that matter to you.
Creating a File
Create a file in a tray in Aktenplatz: fill in the form and add the file as a card on your project board, ready to organise, edit and share with your team.
Viewing Recently Updated Files
Show the most recently changed files in Aktenplatz via the board filter “Recently Updated” – so you see at a glance what your team worked on last.
Viewing Your Files
Use the board filter in Aktenplatz to show only the files assigned to you (“Only My Files”) or filter by people – so you focus on your own work.
Adding Attachments to a File
Upload files and documents to a file in Aktenplatz via the “Attachments” tab – add them with a button or by drag & drop and keep everything in one place.
File Title
Edit a file’s title on the “Infos” tab in Aktenplatz, or compose it automatically from fields at project level – so every case file is named consistently.
Specifying the fields
A file’s fields on the “Infos” tab: fill in the basic fields (Title, Priority, Tray) and the custom fields.
Notes on a File
Use the “Notes” tab in Aktenplatz to record text on a file and organise your notes into multiple pages – so all information stays with the right case file.
Assigning Contacts to a File
Assign existing contacts to a file in Aktenplatz via its “Contacts” tab, or create new contacts directly – so every case file shows the people involved.
Archiving a File
Archive a completed file via the archive icon – it is not deleted and stays available in the archive.
Printing QR Code
Print a QR-code label for a file via the “…” menu “Print Scan-Label”, choose the quantity and print.
Main and Sub Issues
Link files hierarchically: add sub and parent files via the Dependencies tab, or create a new sub file.
Viewing File Details
The detail view of a file: tabs (information, attachments, notes, contacts, dependencies, mail), header and actions.
FindAndBind
Sort scanned documents from the global files into the right files with FindAndBind, using OCR and keywords.
Aktenplatz Printer
Save files from external software straight into the right file via the virtual Aktenplatz Printer – incl. setup.
Administration & customer portal
The admin area manages users, licences and finances. The customer portal is a lean view for external
Google Calendar
You have the option of synchronising a project with a Google calendar. The entries from your Google calendar will then be displayed in Aktenplatz.…
Automatic Appointment Suggestions
To make it easier for you to find appointments with your customers, suppliers, etc., Aktenplatz offers you the option of automatic appointment…