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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.
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.
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.
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.
Opening Mails
View emails directly in the project: open the mail area via the mail icon and filter by All/Sent/Received.
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.
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.
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.
Reading the audit log
Trace a project's security and compliance activity: pick a time range, filter by event type and export as CSV.
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 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 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.
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.
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.
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".
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.
Specifying Project Details
Specify project details in the settings: name, description, default view, file colour and feature toggles (OCR, locks, visibility) – then save.
Glossary: Aktenplatz terms
Briefly explained: project, tray, file, fields, file pilot, journal mailbox, OCR, audit-proof and more – with links to the matching guides.
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.
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.
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.