When we talk about digitization within a company, the focus is not only on business processes, but also on all documents. The term “paperless office” is often used for this. When it comes to the document part, as with any other aspect of running a company, there is no space for disarrangement or messes. All business-related records must be sorted, stored, and easily available. This is important for companies to run smoothly.

An effective and efficient digital management tool is necessary for any organization or person to store their data. 

Odoo Document Management Module : The Odoo Document module is a perfect tool to help you efficiently create new documents, keep essential files and existing files, place recorded files, retrieve documents, ensure their safety, and many other aspects. The Document management system allows you to organize all your companies documents and files in a single place.

Using this module, you can easily send, share, differentiate, and archive scanned documents within a few seconds. It is effortless to generate business documents such as vendor bills, tasks, and product sheets, for manufacturing.

The document module is linked to a number of other modules, including invoice, sales, and accounting, to name a few. The simple integration of Odoo ERP’s various applications makes collaboration between departments much easier. Odoo, a coordinated and powerful ERP, will help you move into the paperless age of industry.

In this blog I will provide you the user guide of the Odoo V15 Document Management Module.

To use this module, this module should be installed on your Odoo Database. If not then install this from the Odoo App store.

As you can see from the above screenshot this module is installed for me, so I will just click on the icon on that module.

Above screenshot is the dashboard of the Document Module. The home dashboard window will give you an overview of all the documents uploaded in the system in both Kanban and List view. The above image depicts the Kanban view, and here you can see that the screen is divided into three sections. 

When you look at the first section, which is placed on the left corner, you can see various filters. These filters are very useful for categorizing your data. Means to say that you can easily categorize your documents based on the multiple workspaces you defined in the platform i.e., Tags, templates or Attached files, and many more aspects. If you want to view all the defined documents together, click on the All menu.

When you look at the above highlighted screenshot part, you can view various preconfigured workspaces. They are Internal, Finance, HR, Marketing, Fleet, Products, Recruitment, and  Spreadsheet. Odoo allows you to configure various workspaces. You can see the option for configuring a new workspace under the Configuration tab. So all the configured workspaces will be listed here and this is very useful for easily categorizing and quickly accessing data. You just need to click on the required workspace type, now all the workspaces that come under this particular category will be displayed in the center portion of the window.

As you can see in the above highlighted screenshot area, the window will give you a preview of the spreadsheet. Each of the previews will depict the document’s name, tags configured, date, month, and year. On the right side, you have the options such as select document, schedule an activity, and toggle favorite.

From the above screenshot you can see the “Schedule an Activity” button. When you click on the “+Schedule an Activity” button you will come to the new window. On this window you can provide the details of the new activity. For reference you can see the screenshot below.

You can define the activity type here and you can select it from the drop down list of activity type. Also provide the summary and due date, log a note on the specified field. After filling in all the information you can click on the “Schedule” button to schedule an activity.

This module provides an option for direct chat with the responsible person. For this you can click on the image of the responsible person, as shown in the screenshot above.

From this you can chat with the responsible person. Odoo allows you to include smileys and to attach required files. At the top of the chat window, you have the options such as Start a Video Call, Start a Call, Open in Discuss, and Close Chat Window.

When you select a particular document, in the right portion of the window provide the details of the selected document and you have so many options for performing various operations. For reference you can see the screenshot below.

On the top right corner of the section you can see the Open chatter menu icon. When you click on it you will see the options to send messages to the followers of the document. Also you have the option for Schedule activity. you can view the Add attachment option and the follow or unfollow options. All the options which are described are highlighted in the screenshot below for better understanding.

Same as you can have the options for Download, Share this selection, Replace, Lock and Archive as, for reference you can see the screenshot below.

Download Icon : The document will be downloaded into your system when you click on the Download icon. 

Share Icon : You can share it by clicking on the Share button. With the assistance of this option, you can even share documents inside or outside of the work span and even outside of the company. 

Replace Icon : If you want to replace the document with another, click on the Replace menu icon. 

Lock Option : If it is an important document and you want to make it more secure, you can click on the Lock option. Now the document will be locked. 

Archive Button : The Archive button allows you to archive the document from the rest.

The name of the document will be displayed in the Name field. If you want to modify it, you can do it by clicking on them. Likewise, the Contact, Owner, and Workspace will be displayed. It is very easy to add new Tags to the document. Simply click on the Tags option. For reference you can see the screenshot below in the highlighted area.

The platform allows you to perform various automated actions for a specific document based on the document type. You can view all the options available are Create a Task, Mark as Draft, and Deprecate, in the highlighted screenshot below.

If you want to view the document in detail, click on the thumbnail of the respective document. For reference you can see the screenshot below.

When you click on the thumbnail the document will be opened and this document will look like the screenshot below.

Now we will see the list view of the Document Module. When I click on the list view, the format will be changed in the list. For reference you can see the screenshot below. In the preview, the important details of all the described Documents are listed. The details include the Document name, Tags, Contact, Owner, Type, and Created date. 

You can view and access various default as well as customizable sorting functionalities such as Filters, Search and Favorites tab. The Filters tab includes multiple preconfigured filtering options. They are, My Documents, My Favourites, PDF/Document, Spreadsheet, Image/video, URL, Locked, Requested and Archived. You can apply all these options to quickly access data.

On the top right side of the window, you can view different options. The options are Upload, Create Spreadsheet, Request, Add A Link, and Share options as highlighted in the screenshot below. 

Upload : Upload button is used to upload the document or files in the Odoo system from your system.

Create Spreadsheet : You can use this option to create a spreadsheet. When you click on this button, you will illustrate a new window, as you can see in the screenshot below. 

This option is very useful for creating, analyzing and arranging your resembling data into a single sheet. As you can see in the above screenshot there is a Blank spreadsheet and many more also. You can choose according to your needs. And then click on the Create button, your spreadsheet will be created.

Then you can fill in the required details and links or reports to your spreadsheet.

Request : This can be used to send requests for a document. When you click on the “Request” button a new window will appear. You can use this window for requesting a file. For reference you can see the screenshot below.

With this option, Odoo provides you permission to easily request external documents of your team members, colleagues, and employees of your company. 

Document Name : Name of the document which is missing.

Request To field : Here you can specify the name of the person you are requesting.

Contact Field : You can fill this with the help of a drop down menu.

Due Date : The due date can be defined in the Due Date In field. This can be defined in terms of Days, Weeks, and Months. 

Activity Type : Here you can mention the type of the activity.

Resource Model : Mention the resource model here.

Resource ID fields : Resource Id mentioned here. The Workspace field will be automatically filled based on your selected document type.

Tags : You can define some tags if required. 

Note : You can mention a note if you want to.

When all the details will be filled, you can click on the “Request Button” to send the request. Now you can view the sended request in the Documents window as highlighted in the screenshot below.

When a file will be received you can easily upload the document by clicking on the thumbnail.

Add A Link : With this ADD A LINK button, Odoo lets you upload external links to the module. That means the Odoo system also supports link forms rather than the document form. If you want to upload a video link you can simply click on the “Add A Link Button”. When you click on this button a new window will open and you have to add a URL and name. After this you can click on the ADD button. For reference you can see the screenshot below.

Share : You can use this to share selected records. When you click on this button, a new window will illustrate as shown in the screenshot below.

You can click on the Generate Url button and provide the name of the share link and the validity period. After filling all the details, click on the DONE button.

This is the effective and organized method to handle all the documents of your organization. I hope now you can easily use this document module of Odoo V15. If you like to read more blogs written by us click on the Planet-Odoo