With Odoo Documents, the end-users can easily share, transfer, filter or archive the scanned business documents. Using Odoo documents one can easily establish a paperless company in their end. Odoo Documents immensely saves your time spent on producing record bills, scanning varied contracts, and getting them approved from officials. Odoo documents manage mainly
four types of documents
Word/Pdf
URL
Videos
Pictures
Install the Odoo Documents from Odoo Apps
The document management system of Odoo works on two concepts: Workspaces and Tags. One you can see them on the left side of the dashboard.
Workspaces are your different business departments. Each managers of these departments holds differnet kinds of documents, for example, finance workspace will contain vendor agreements, contract bills, etc whereas the HR workspace will have documents like employee contracts or leaves documents. And with each workspace documents, you have these tags. You can see the tag categories- say STATUS, in which you have an inbox, To validate, Validated. This is really a great way to organize your workspace by adding little differentiation between your documents. Also, it helps to quickly look at the documents that you want to look at – say inbox.
Upon clicking it, the documents under the inbox will only be seen on the screen.
Create Tags and Workspaces
To create tags,
Go to Documents-Configuration -Tags
Upon clicking the CREATE button, you can create new tags in the document.
Here you can define the name for your tag, add the workspace from the drop-down menu.
To create workspace,
Again go to Documents- Configuration- Workspace
Click CREATE to configure a new workspace.
Here, one can add the name of the workspace, parent workspace( A workspace will inherit the tags of its parent workspace), company( this workspace will be available only to the selected company), tags, access rights to the workspace,
Write Groups: Groups able to see the workspace and read/create/edit its document.
Read Groups: Groups able to see the workspace and can read their documents without creating/edit rights.
One can also add action rules to the workspace to channel your communication, the right way.
Preview and modify documents
In order to preview any documents, simply click on the icon of the document on left. It gives you a new pop up window where you can preview the document. Once you are done, simply exit.
This works the very same for videos as well.
To preview video, simply click on the icon on left and you are moved to a new screen- a pop-up window to play the video.
Exit after watching it and you are redirected to your workspace.
Let’s see now how to modify a document.
To do so click on the document in the page,
You can see a black colored edit space on the left. There you can make the modification on your documents say to change the name of your document, add a contact, change the document owner, change the workspace, etc. All these changes will be reflected in the document immediately.
One can also find certain additional actions like the following:
Deprecate Documents- Disapproving of documents if it’s found irrelevant or incorrect.
Validate Documents- Easily validation of documents that are sent.
Create signature templates.
Request a signature and sign directly.
Create a Task.
Linking one workspace to another
For that go to Documents -Configuration,
Create a new workspace.
Via giving the parent category for the workspace one can link the workspace to another as the workspace will inherit the tags of its parent category.
Sharing the documents
To share the documents and click the share button.
Upon clicking the share button, you will be navigated to a new window like below.
Here you can copy the text, name the share link, setting the validity of the link say the link shall be valid only up to this date,
Click DONE to share the individual document.
One can also share the workspace via clicking the SHARE button on top,
As you see in the above image, you have a couple of options here say
Allow to download or allow to download and upload documents to the workspace.
Enhanced Communication
Every internal and external communication can be managed under Odoo documents. As said before, one can easily upload, Add URL and Request Documents if you are in need of additional documents to carry out your tasks.
These options help the business in large with their internal communication.
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