Creating and Managing Document Types
Document types are created and managed from the same Management area as correspondents. Once defined, any document in your archive can be assigned to them.
Opening the Document Types List
- Click Management in the left sidebar
- Select Document Types
You will see a list of all existing types, each with a document count and matching settings.
Creating a New Document Type
- Click + (Add) at the top of the list
- Fill in the fields:
- Field: **Name**
- Description: The label that appears on document cards and filters (e.g. Invoice, Contract, Receipt)
- Field: **Matching algorithm**
- Description: How Essal Office detects this type in new documents (see matching options below)
- Field: **Match pattern**
- Description: The text or pattern used for manual matching rules
- Field: **Is insensitive**
- Description: When enabled, matching ignores capitalisation
- Click Save
Tip: Start with 5–10 document types that match the main categories of documents your organisation handles. You can add more as needed.
Recommended Document Types to Start With
If you are unsure where to begin, these types cover most organisations:
- Invoice
- Receipt
- Contract
- Letter
- Statement
- Report
- Certificate
- Policy
- Form
- Note
Editing a Document Type
- Click the type name or edit icon in the list
- Make your changes
- Click Save
Renaming a document type updates it everywhere — in existing documents, filters, and saved views.
Deleting a Document Type
- Click the delete icon next to the type
- Confirm deletion
Deleting a document type removes it from all assigned documents. The documents themselves are not deleted. Before deleting a type you intend to replace, use bulk edit to reassign affected documents first.
Duplicate Types
Over time you may find near-duplicates in your list (e.g. both Invoice and Invoices). To merge them, filter documents by the unwanted type, bulk-reassign them to the correct type, then delete the duplicate.