Entities & Records
Entities (/entities) is the central registry for every person, organization, and reference record in your business data. Each entity stores contact details, addresses, identifiers, and metadata — and connects to related entities through a relationship graph.
Entity types
Optimaite ships with configurable entity types. The standard types are:
| Type | Purpose |
|---|---|
| Person | Individual contacts — employees, representatives, counterparties |
| Organization | Companies, institutions, government bodies |
| Reference | External identifiers, registration numbers, project codes |
| Custom | User-defined types for industry-specific records |
Administrators can add or modify entity types under Verwaltung → Entity Types.
Entity records
Each entity record contains structured data sections:
- Core data — name, type, status, primary classification
- Contacts — email addresses, phone numbers, fax
- Addresses — billing, shipping, and legal addresses with validation
- Identifiers — tax ID, VAT number, commercial register, custom IDs
- Metadata — tags, categories, custom fields defined by your organization
All fields are searchable and filterable from the entity list view.
Views
The default table view shows entities in a sortable, filterable list. Click column headers to sort, or use the filter bar to narrow by type, status, or field values. Bulk actions are available for multi-select.
Select an entity in the list to open the detail panel alongside it. The split view lets you browse records while keeping full context of the selected entity — contacts, addresses, relationships, and linked documents.
Switch to the graph visualization to see entities as nodes connected by relationship edges. Click any node to expand its connections. Use the graph to discover indirect relationships between business partners, subsidiaries, and counterparties.
Entity creation
Click Create entity from the entity list or the dashboard quick actions. Choose the entity type, fill in core data, and save.
When AI processes an incoming document, it extracts sender and recipient information. From the inbox detail panel, click Create entity to generate a new record pre-filled with extracted data — name, address, email, and identifiers.
Always check for duplicate entities before creating a new one. The search in the creation dialog suggests matches based on name, email, and identifiers.
Relationships
Entities are connected through typed relationships. Common relationship types include:
- Is employed by — person to organization
- Is subsidiary of — organization to organization
- Is contact for — person to organization (representative role)
- Shares address with — any entity to any entity
Relationships are displayed in the entity detail panel and in the graph view. They also power AI suggestions — when a new document references a known entity, related entities are suggested as additional assignments.
Next Steps
- Inbox & Correspondence — See how AI assigns entities to incoming documents
- Documents & Structured Storage — Link filed documents to entity records