Frequently Asked Questions
Answers to the most common questions about using Essal Office.
How many documents can I store?
Storage limits depend on your subscription plan. You can check your current usage and plan limits in Administration > Settings (admin) or by contacting Essal Office support. There is no fixed limit on the number of documents — limits are defined by total storage size.
Can I access Essal Office on my phone?
Yes. Essal Office is a web application that works in any modern mobile browser. Open your organisation's Essal Office URL on your phone and log in as usual. For uploading, you can also use your phone's camera directly — see Uploading from Your Mobile Device.
What happens to a document when I delete it?
Deleted documents go to the Trash. They stay there until you permanently delete them or restore them. Permanently deleted documents cannot be recovered. See Moving a Document to Trash.
Can multiple users edit the same document at the same time?
Essal Office does not have real-time collaborative editing. If two users edit a document's metadata simultaneously, the last save wins. For shared document workflows, use tags or custom fields to communicate status rather than relying on simultaneous editing.
Is my data backed up?
Backup is managed by your organisation's administrator or by the Essal Office infrastructure. Contact your admin for details on backup frequency and policy. As a user, your data is stored server-side and not affected by local device issues.
Can I recover a document I permanently deleted?
No. Once a document is permanently deleted from the Trash, it cannot be recovered from within Essal Office. Your admin may be able to recover data from a system backup — contact them as quickly as possible if you need this.
Why does auto-matching stop working after a while?
Auto-matching uses a machine learning model that trains on your manual assignments. If you substantially change your assignment patterns (rename a correspondent, switch to different document types), the model may need time to catch up. Continue correcting assignments manually and the model will retrain.
Can I import documents from other systems?
Essal Office supports bulk import via the command line for initial migrations (admin-only). For ongoing imports, use the upload interface or email import. For custom integrations, the REST API is available — see Managing API Tokens.
How do I know how much storage I am using?
Admins can see total storage usage in Administration > Settings. Individual users cannot typically see storage stats. If you need to manage storage, contact your administrator.
Can I rename a tag or correspondent without losing my documents?
Yes. Renaming a tag or correspondent updates it everywhere — all documents previously assigned to it will now show the new name. No data is lost.
What browsers are supported?
Essal Office works in all modern browsers: Chrome, Firefox, Edge, and Safari. Internet Explorer is not supported. Always use an up-to-date browser version for the best experience.