ODOO DOCUMENTS
According to several studies, employees spend an average of 20% of their time searching for documents. Lost files, scattered email attachments, approval processes stuck in limbo...this kind of disorganization slows down productivity across teams. What if you could change that with Odoo Documents ? Fully integrated into the Odoo environment, this powerful app centralizes all your files, automates organization, makes document access easier, and streamlines sharing, both internally and externally. To unlock the full potential of this document management solution, partner with Captivea for a seamless Odoo integration tailored to your business.
Why use Odoo DOCUMENTS?
Odoo Documents streamlines your online file management and saves you valuable time by eliminating repetitive manual tasks. Fully integrated with other Odoo apps, the tool gives you direct access to the documents you need without switching platforms.
Save time by automating your document organization
Structure your files effortlessly with Odoo Documents, the only digital platform you need to manage everything in one place. Once your folder structure, tags, and sorting rules are set up, the system takes care of the rest: automatic filing, categorization, and digital archiving based on your preferences. Looking for a specific file? Find it instantly using advanced search filters by keyword, tag, or custom criteria.
Instead of wasting time duplicating files or switching between tools, enjoy the convenience of Odoo Documents. Select multiple files at once and perform bulk actions such as editing or deleting them in just a few clicks. Accidentally deleted something? You have up to 30 days to recover it thanks to the system's built-in file recovery feature.
Instantly access the right documents
No need to download files to view them. Whether it’s a PDF, image, or video uploaded to Odoo Documents, each file is instantly stored in the database and viewable directly online.
Need only a few pages from a larger document? With Odoo Documents, you can extract specific pages and generate a separate file. For example, from a 20-page PDF, select the relevant sections and let Odoo quickly create a new document tailored to your needs.
Collaborate efficiently and centralize all your communications
Enhance collaboration inside and outside your organization. Share the right documents with the right people while maintaining full control over access. Define who can view, edit, or download each document. For even greater security, access can be time-limited, perfect for external clients or partners.
Keep all related communication in one place to avoid losing context. Add comments, tag teammates, and assign tasks, all without leaving the platform. Odoo keeps a clear history of discussions and decisions, ensuring complete traceability.
What are the key features of the Odoo DOCUMENTS app?
Odoo Documents combines all the essential tools you need to manage, view, share, and automate your document workflows in a single module. Here’s how each feature meets your business’s requirements.
Importing and centralizing your documents
Odoo Documents automatically receives files sent via email or scanner and organizes them according to your predefined folders and tags. You can also add links to external documents, such as cloud-based versions, to view them without leaving the application. The filing system is based on a customizable hierarchical structure tailored to the needs of each department.
Document viewing and editing
The module includes a built-in viewer compatible with multiple formats (PDF, Word, etc.), allowing you to open files directly within the interface. Users can quickly access documents from records or folders and even edit certain content, like spreadsheets, without exporting or switching apps.
It’s also possible to work on large files by selecting and isolating relevant pages to create new, usable documents.
Integrated communication and sharing tools
The embedded chat centralizes all discussions related to each document, triggers notifications, and generates tasks for transparent follow-up. You maintain control over external sharing with specific permissions and expiration dates, ensuring full oversight of your documents.
Automated document management
Within Odoo Documents, you can create custom workflows that automatically perform actions as soon as a file is received or its status changes.
Specifically, you can :
- Automatically sort, tag, or assign documents based on their category or origin ;
- Set up automatic reminders if an expected document is missing ;
- Lock files during processing to prevent unauthorized changes ;
- Track and validate every version according to a defined path from receipt to archiving.
How Odoo DOCUMENTS interacts with other Odoo Apps?
One of the key advantages of Odoo Documents is its seamless connection with other modules in the Odoo ERP suite.
Odoo Project
Attach documents directly to tasks or projects to centralize all relevant resources and enable your team to instantly access the files they need. Every change is tracked via the chatter, ensuring consistency between resources and task execution.
Odoo Sign
Send documents for electronic signature and monitor their status right from the platform. Once your partners sign, the document is automatically archived. The interface notifies you as soon as a file receives a signature.
Odoo Accounting
Odoo Documents automatically scans incoming invoices, extracts key data using OCR (Optical Character Recognition), and generates corresponding accounting entries. The file remains linked to the transaction, guaranteeing full traceability, reducing data entry errors, and speeding up your payment cycle.
Odoo HR
Odoo Documents centralizes contracts, attendance records, certificates, and other administrative documents in a secure space directly linked to employee profiles. Access rights can be defined by role to maintain data confidentiality and ensure compliance with HR processes.
Odoo PLM
Technical documents such as plans, instructions, and production sheets are associated with manufacturing orders. Your teams access the right versions at the right time, making modification tracking more structured and controlled throughout the production cycle.
The different use cases of the Odoo DOCUMENTS App
Odoo Documents simplifies document management across a variety of professional settings. Here are some concrete examples where the app truly makes a difference, even independently of other Odoo modules.
Human Resources management
Centralize all employee-related documents (contracts, certificates, attendance sheets) and ensure they are tracked seamlessly even remotely or on the go. Odoo Documents streamlines automatic updates to employee files for smoother HR monitoring.
Field services and construction sites
Enable your field teams to quickly access plans, forms, and reports, even offline. Documents are always up to date and accessible from their mobile devices, making it easier to collect and integrate field feedback.
Customer relations
Share quotes, contracts, and follow-up documents within a secure space. Your clients can easily retrieve their files, reducing back-and-forth communication and boosting satisfaction through better organization.
Quality and production
Archive procedures, certificates, and document versions with full traceability. Operators can easily consult visual instructions at their workstation, and audits are simplified thanks to a clear history of approvals.
WHY CHOOSE CAPTIVEA FOR ODOO DOCUMENTS INTEGRATION?
Captivea has been providing ERP integration services for over 16 years. Numerous clients have trusted us to leverage enterprise management systems and their various modules, especially Odoo. Our certified and full-fledged team (Business Analysts, developers, consultants) is ready to support you throughout your project.
As an Odoo Gold Partner in several countries, Captivea can assist you with implementing Odoo Documents, as well as any other Odoo modules. We offer personalized, transparent, and regular project follow-up, keeping you informed every step of the way, from start to finish.
Collaborate with our team and benefit from the Captivea Methodology, a unique, client-focused approach centered on maximizing your ROI.
Digitize and streamline your files with Odoo Documents !
Reduce administrative tasks and focus on what truly matters, your core business. Odoo Documents automates, organizes, and secures your document workflows without disrupting your daily routines.
As a global leader in Odoo integration, Captivea guides you through every phase of setup, ensuring a fast and efficient deployment.
Contact us today to discover how to transform your document management.
Odoo GOLD PARTNER |
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Worldwide ERP solution |
Based Cloud ERP Solution or On Premise ERP Solution |
Prices per users |
Adapted for small businesses and mid-market businesses |
+40 000 apps availables on Odoo Marketplace |
Frequently asked questions
The Odoo Document Management System is a centralized tool designed to simplify and automate your business’s document management. It helps reduce time spent on manual tasks and ensures secure access to important information. Documents can be sorted, shared, and archived systematically, reducing clutter and improving collaboration across teams.
Yes, Odoo makes handling vendor bills seamless. You can automatically extract information from uploaded PDF invoices and link them to accounting entries. This process not only improves traceability but also saves time. The system allows you to process multiple vendor bills, validate them, and ensure accuracy in your financial workflows. You can also create customized PDF files from scanned documents or selected pages.
Through the Odoo Sign module, collecting electronic signatures is effortless. You can securely send out documents for signing, track status updates, and ensure completion. The system also offers expiration controls and access rights to maintain document security. This is ideal for contracts or internal agreements that require multiple signatures with traceable information.
Yes, Odoo provides an email gateway that allows you to forward emails with attachments directly into the document repository. Once received, the system can automatically tag and store the file. From there, users can create new folders, workflows, or extract pages from a PDF to create a new, clean version. This flexibility makes it easy to manage, organize, and create content quickly.
Odoo is fully integrated with the PLM module, enabling structured document tracking for product lifecycle activities. Operators can access the latest PDF instructions, and engineers can create engineering change documents. For added security, access rights can be defined by role to protect sensitive data. You can also automate tasks related to document status changes or missing files and use reminders to stay on track with deadlines.