Asharaf.KMarch 13, 2023
Streamlining Document Management workflow with Odoo 16' Document Management System
Odoo's Documents module is a robust document management tool designed to streamline document organization and improve collaboration within your organization. Let's take a closer look at some of the key features of this powerful module.
Document Management Features in Odoo Document
Odoo offers a wide range of document management and collaboration features to help users organize, share, and work on documents efficiently. Here are some of the key features:
With Odoo, users can preview most file formats including PDF, images, and videos. This makes it easy to quickly view documents without having to download them first.
Odoo's chat feature allows users to discuss documents, ping people, or create next activities to track activities to do on a document. This helps streamline collaboration and communication around documents.
can upload regular files or create documents as links (e.g., Google Doc files) in Odoo. This makes it easy to share documents and collaborate with others, even if they don't use Odoo.
Owners & Contacts: Users can assign documents to users, customers/vendors, or other Odoo documents such as invoices, tasks, or products. This helps keep track of ownership and allows users to quickly access related documents.
In addition to its advanced document management features, Odoo's Documents module also offers collaboration and sharing features that improve productivity and streamline workflows. These features include sharing folders, sharing documents, and an email gateway.
Share Folders:
Users can share folders to provide access to external users with or without logins. This feature allows external collaborators to upload new documents, improving collaboration and productivity.
With Odoo's Documents module, users can share a list of documents with customers or vendors to collaborate easily. They can set a validity date on shared documents, ensuring that external collaborators only have access to the documents for a specified period.
The email gateway feature allows people to create documents by sending an email. Users can define rules to set tags and folders automatically according to the email. This feature saves time and streamlines document creation workflows.
Hierarchical Folders:
The Documents module allows users to define workspaces with their own set of tags and actions. With hierarchical folders, users can easily organize documents and improve accessibility.
Users can set multiple tags to structure documents per folder, making it easier to search for and find specific documents. This feature streamlines document management and saves time.
Documents can be linked to resources such as invoices and tasks, making it easy to track the progress of projects and manage workflows.
Easy Filters:
Customizable filters allow users to quickly find the documents they need. Users can save their most commonly used filters as favourites, making document management even easier.
Users can tag, preview, or launch actions on multiple documents at once with the Work in Batch feature. This feature saves time and makes it easy to manage large sets of documents.
Split PDFs:
With the ability to split multi-page PDFs into separate documents, users can easily manage lengthy reports or manuals.
The Archive feature protects important documents from accidental deletion, while customizable Access Rights allow users to control who can view and modify specific documents.
With Odoo's Documents module, users can define automated actions per folder, contact, and/or task. These actions can include creating documents, processing bills, signing documents, and organizing files. This feature saves time and streamlines workflows.
Lock/Unlock:
The ability to lock a file alerts other users that a specific document is being modified. This feature prevents multiple users from accidentally editing the same document at the same time, improving collaboration and preventing conflicts.
The Documents module allows users to create "missing documents" and organize them like documents. This feature reminds people to upload the necessary documents, improving compliance and reducing errors.
Users can easily implement custom validation processes with tags and automated actions. This feature streamlines document review and approval workflows, saving time and improving accuracy.
Seamless Integration: Odoo Documents' Integration Features
In addition to its advanced document management, collaboration, and sharing features, Odoo's Documents module also offers seamless integration with other Odoo apps. These integration features include project management, electronic signature, vendor bills, and PLM integration.
Project Management:
Users can create tasks from documents in just a few clicks. For example, they can specify a task to be converted from a document, streamlining project management workflows.
Integrate Odoo Documents with Odoo Sign to sign documents or request signatures in just a few clicks. This integration feature simplifies the document signing process and ensures that signed documents are stored securely within the Odoo system.
Create vendor bills from PDF or image documents with just a click. Odoo's Artificial Intelligence engine processes bills automatically, saving time and streamlining workflows.
PLM:
Integrate documents with the PLM to track versions of plans or worksheets on the product form or engineering change orders. This integration feature ensures that document versions are tracked and stored securely within the Odoo system.
Configuring Document Management Module
To enable centralization of files in a specific area of your activity, navigate to Documents > Configuration > Settings. By enabling a checkbox, such as for Human Resources, all relevant documents will be automatically centralized in the corresponding workspace. For instance, HR documents will be accessible in the HR workspace and those related to Payroll will be located in the Payroll sub-workspace. The default workspace can be modified by utilizing the dropdown menu, and you can edit its properties by clicking the internal link button (➔).
Workspaces
Workspaces in Odoo's document management system are structured as hierarchical folders that have their own distinct set of tags and actions.
Default workspaces are already established, but you also have the option to create your own custom workspace. To do this, navigate to Documents > Configuration > Workspaces and click on the "Create" button. From there, you can customize the workspace according to your specific requirements, such as by adding tags, creating custom actions, and setting access permissions for different user groups. This flexibility allows you to tailor the document management system to your organization's unique needs and preferences.
Workflow Actions
In Odoo's document management system, you have the ability to create new Actions or edit existing ones. To create a new Action, you can define the Action Name and then set the conditions that will trigger the appearance of the action button (▶) on the right-side panel when selecting a file.
There are three primary types of conditions that can be set:
Tags: You can use either the "Contains" or "Does not contain" conditions, indicating that the files must either have or not have the specific tags set here.
Contact: The files must be associated with the contact set here.
Owner: The files must be associated with the owner set here.
By setting these conditions, you can quickly and easily access the appropriate actions when working with documents in the system. This can help streamline your workflow and improve overall productivity.
To access the Domain condition in Odoo's document management system, you will need to activate the developer mode. Once the developer mode is activated, you can select the Domain condition type and then click on "Add Filter."
The Domain condition allows you to filter documents based on specific criteria, such as the document type, file size, or creation date. By setting up these filters, you can quickly find the documents you need and organize them more efficiently.
By creating rules based on specific criteria, you can automate certain actions and streamline your document management workflow. For example, you can create a rule to automatically tag documents that contain specific keywords or to move documents to a specific folder based on their file type.
Rules can be customized to meet your organization's unique needs and preferences, helping to improve overall efficiency and productivity. With the ability to automate routine tasks and manage documents more effectively, Odoo's document management system can be a valuable asset for businesses of all sizes.
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