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Auto-Matching Not Working

Auto-matching should automatically assign correspondents and document types to incoming documents based on their content. If assignments are not happening as expected, here is how to diagnose and fix the issue.

Check That Matching Is Enabled

  1. Go to Management > Correspondents (or Document Types)
  2. Click the correspondent or type in question
  3. Check the Matching algorithm setting

If it is set to None, matching is disabled for that entry. Change it to a matching algorithm and set a match pattern.

Verify the Pattern Appears in the Document

The matching engine searches the document's extracted text (OCR content). If the pattern does not appear in the content, matching will never fire.

  1. Open a document that should have been matched
  2. Click the Content tab
  3. Search for the text you used in your match pattern
  4. If the text is not there (or is garbled due to OCR errors), matching can't find it

Fix: Adjust the pattern to match the actual text in the Content tab, or use a Fuzzy match algorithm to tolerate OCR variations.

Test with a Simpler Pattern

If you used an Exact match pattern and it's not working, try switching to Any word temporarily:

  1. Edit the correspondent or document type
  2. Change the algorithm to Any word
  3. Set the pattern to just one distinctive word
  4. Upload a test document

If Any word works but Exact did not, your exact phrase does not appear verbatim in the document. Check spacing, punctuation, and line breaks in the Content tab.

Case Sensitivity

By default, matching is case-sensitive in some configurations. If your pattern is Invoice and the document contains INVOICE, enable the Is insensitive option on the matching rule.

Multiple Matching Rules Conflict

If two correspondents have patterns that could match the same document, only one will win. Essal Office typically assigns the first match found. Check whether a more general pattern from another entry is winning before your intended one.

Fix: Make your patterns more specific, or review the order/priority of matching rules.

Auto (Machine Learning) Matching Is Learning

The Automatic algorithm needs training data — it learns from your manual assignments. If you just set it to Automatic, don't expect it to work immediately. It will start making predictions after seeing enough examples (typically 10+ manually assigned documents with that correspondent or type).

Continue assigning manually. Auto-matching will gradually take over as confidence builds.

Matching After Upload Delay

Auto-matching runs after OCR processing completes. It does not happen before the content is extracted. If you check a document immediately after upload and it has no correspondent, wait for the processing status to complete and check again.

Still Not Working

If you have checked all of the above and matching still fails on specific documents, contact Essal Office support with: - The correspondent or document type name - The match algorithm and pattern in use - An excerpt from the document's Content tab showing the text that should have matched