Spaces and email upload

Spaces let you separate areas like Personal, Business, or a specific project. Each space also has its own email address for uploads.

What is a space

Think of a space as a clean bucket for documents. You can switch spaces in the app or view all spaces at once. The default space is where uploads go if no space is specified.

Create or edit a space

Go to Settings > Spaces.
Click Create space.
Pick a name, type, color, and emoji.

You can set a default space and reorder spaces. If you delete a space, you choose where its documents should be moved. Space names can be changed later, and the email address updates with it.

Each space can also have the GoBD mode enabled under the Advanced section in space settings. This adds automatic document archiving, retention periods, and deletion protection for all documents in that space. See the GoBD compliance article for details.

Name on documents

Under "Name on documents" you enter how a space is addressed on invoices and letters, for example "Company B Ltd" with its address. Paperarchive reads the recipient of every document and files it into the matching space, no matter who sent it. This matters most when you run several companies and the same senders (phone provider, online shop, tax advisor) supply all of them.

You do not have to set anything up first: when you move a document into one of your spaces, Paperarchive remembers its recipient and marks it as "learned" in that space, as long as most documents addressed to that recipient are filed there. From then on, documents addressed to that recipient land there directly. You can remove learned names at any time.

Documents you upload into a specific space yourself (other than the default space), move there, send to a space email or route with a routing rule are never moved automatically. Only automatically assigned documents get corrected, for example those sent to the primary address or uploaded into the default space or from the All Spaces view. The recipient has to match exactly, including the legal form.

Paperarchive never moves a document into a space you share with others (for example with your tax advisor) on its own. If a document belongs there, you see the space as a suggestion on the document and apply it with one click. That way an invoice never ends up with someone who should not see it by accident.

Email upload

You get:

One primary upload email (goes to your default space).
One unique email per space (goes directly there).

Find them in Settings > Spaces and copy with one click. You can also download a vCard to save them in contacts. Use space emails when you want routing without extra clicks.

Rules that matter

Only attachments are processed (PDF or images).
Max size is 50 MB per file.
The recipient address decides which space a document goes to, not the sender. You can forward from your company mailboxes too, for example from [email protected] to the address of "Company 1". If "Only allowed senders" is on, [email protected] has to be on your sender list.
New accounts start with "Only allowed senders" turned on and your signup address already on the list. Older accounts accept emails from any sender until you turn the list on. Under Settings > Spaces > Email security you can allow more addresses ([email protected]) or whole domains (@company1.com). The list applies to all your spaces. An empty list rejects everything. Emails from senders that are not on the list are not processed. If such an email had an attachment, you get a notice by email and in Paperarchive, at most once a day per sender. The sender is not told.
If an email fails the sender check of its domain (SPF, DKIM or DMARC), its documents get a Needs input item so you can review them. In a GoBD space such an email is never dropped: even an email without attachment is kept and marked for review.
Do not share your upload addresses.

If you need a specific space, use its address. If not, use the primary one: with names on documents set up, Paperarchive files the documents itself.