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Creating and Managing Correspondents

Correspondents are managed centrally from the Management menu. Once created, they are available to assign to any document in your archive.

Opening the Correspondents List

  1. Click Management in the left sidebar
  2. Select Correspondents

The correspondents list shows all existing correspondents, their document counts, and their current matching configuration.

Creating a New Correspondent

  1. Click the + (Add) button at the top of the correspondents list
  2. Fill in the fields:
  • Field: **Name**
  • Description: The full name of the person or organisation. This is what appears on document cards.


  • Field: **Matching algorithm**
  • Description: How Essal Office detects this correspondent in new documents. See Auto-Matching Correspondents and Types.


  • Field: **Match pattern**
  • Description: The text or pattern used when a manual matching algorithm is selected.


  • Field: **Is insensitive**
  • Description: When enabled, matching ignores case differences.

  1. Click Save

Tip: You do not need to configure matching immediately. You can create a correspondent with no matching rule and assign it manually to documents until you have enough examples for auto-matching to work reliably.

Editing a Correspondent

  1. In the correspondents list, click the correspondent's name or the edit icon
  2. Modify any fields
  3. Click Save

Changes apply immediately. Documents already assigned to this correspondent will reflect the updated name.

Deleting a Correspondent

  1. In the correspondents list, click the delete icon next to the correspondent
  2. Confirm the deletion

Important: Deleting a correspondent removes it from all documents it was assigned to. Those documents are not deleted — they simply lose their correspondent assignment. This cannot be undone, so reassign documents first if needed.

Bulk Managing Correspondents

If you need to reassign documents from one correspondent to another before deleting:

  1. Go to the document list
  2. Filter by the correspondent you want to remove
  3. Select all documents
  4. Use the bulk edit action to assign the replacement correspondent
  5. Return to Management > Correspondents and delete the original

Keeping Correspondents Clean

Over time it is common to accumulate duplicate or misspelled correspondent entries. Periodically review the correspondents list — correspondents with 0 documents assigned are good candidates for review. Merge duplicates by reassigning their documents and deleting the duplicate entry.