This document discusses the Odoo 12 document management system. The system allows users to easily upload, share, categorize, and communicate about documents. It streamlines workflows and cuts document processing time by over 90% compared to traditional systems. Key features include supporting different file types, previewing documents, customizable sharing options, and integration with other Odoo apps. The system aims to establish paperless offices through improved document handling and communication tools.

1. Odoo 12 Document Management
System
www.cybrosys.com

2. INTRODUCTION
Odoo ERP envisions in transforming the way a company runs their business. Odoo leverages the open
source technology making the business simpler and fully integrated. No matter what industry your
company belong to, Odoo ERP is constantly into revolutionizing your company’s growth and improved
revenue. The increased rate of Odoo ERP adoption (3.7 + million users) among the major industries is
nothing, but the proof of Odoo’s versatility and extensiveness.
With every new version changes, Odoo is not only becoming more robust and scalar but also is
expanding the plethora of application in accomplishing minute business functioning with utmost ease.
Latest charm in the Odoo community is the Odoo version 12. Odoo v12 got unveiled at the Odoo
Experience held last year. Odoo Experience 2018 opened a new door of finest business management to
the public. The curtain raiser gave new dimensions of Odoo ERP and once again stamped Odoo ERP as
the most efficient and business-friendly software.
This blog takes you through the basics of Odoo documents or the Odoo Document Management System,
which took a new avatar from Odoo V12.

3. If you have been an Odoo user before, you would admit to the fact that- right from the beginning, the
Odoo document management system has been a self-reliant, independent tool showcasing efficient
management of business documents in an organization.
With Odoo Documents, the end users were able to seamlessly share, transfer, filter or archive the
scanned documents. The automatic generation of business documents like vendor bills or producing
sheets for industries helped Odoo documents in carving a niche of themselves, as the most successful
document management system (DMS).
The Odoo V12 brought in many changes to their modules and Odoo Document Management System is
one among them.
To those who are new to Odoo documents, let me get you a brief on it.
Odoo documents work hard to establish a paperless company. It helps you in saving your time that is
invested in producing record bills, scanning varied contracts and later getting them approved from
designated officials.

4. In a traditional set up this process is very time consuming and strenuous, especially if the company is
large. As the company grows in size, the number of documents also increase. The document
management thus turns out to be the most challenging job as it is always prone to mishaps like missing
documents, tampering, inadequate validation etc.
According to studies, it is found that the normal execution time taken for document drafting and
managing is 42.5 hours per month, which indeed is a great figure.
On the other hand, if you take the help of Odoo documents in managing them, it cuts down to 4.3
hours in total, saving the time is by 90.5 %. Isn’t it smart enough?
But how? Here we go-
With Odoo Document Management System-
Your business can streamline the entire workflow.
This is the first and foremost benefit of Odoo documents. One can easily upload, share, prioritize, give
access right or tag a document for its quick access and move. In addition, the end user is acquainted
with the benefit of fully integrated approval, controlling and validation of every business processes. In
addition, the Odoo document management system comes with OCR integration, helping you in reading
the text and formatting lines say for purchase orders.

5. As we said prior Odoo documents helps you with easy document management. There are four types of
documents that Odoo document management system support.
a) Word/Pdf
b) URL
c) Videos
d) Pictures
Odoo enables you to preview all these documents before sending them across.

6. If it is a video you have the option, even to watch it later.
Every uploaded document can be shared across via clicking the button share.
The module gives you the option to insert the URL or copy text, further add the name of the recipient
and give the validity period for the document. In short, the end user has the freedom to customize their
communication in accordance with their preference.
Yet another useful feature in Odoo documents is the chatter- Odoobot that pops up everywhere giving
real-time notification and alerts. It signals the user that everything is happening in accordance with the
right person and in right time.

7. As you can see from the above image, Odoo document chatter make it easy for your business to
real-time communication. The end user is facilitated with the options like-
a) Download
b) Share
c) Replace
d) Lock
e) Setting Folder
f) Adding Tags
Also, further access actions like –
a) Deprecate Documents- Disapproving of documents if it’s found irrelevant or incorrect.
b) Validate Documents- Easily validation of documents that are sent.
c) Review Documents-Quick review of the sent documents.
Yet another attractive feature you can find in the Odoo documents is the easily prioritizing or
categorizing of the documentation. After adding the documents to the database, the end user can easily
segment them under various folders. One can create any number of folder and later tag them if you
want. One can tag a document based on certain actions. This offers the end user a seamless search and
also quick document access.

8. Every internal and external communication is easily managed
under documents. You are embedded with the options like
a) Upload
b) Add URL
c) Request Document (for adding additional documents if any)
These options help the business in large with their internal
communication. Let’s take the example of a bar. Within the bar
constituency, there exist many other components like the kitchen,
sales department, management floor etc. Imagine the bar made a
certain amount of sales, and the kitchen needs some additional
information pertaining to the same. Here, Odoo helps you to
communicate via sending a request for the desired set of documents.
All you need to do is just click prescribed the button “Request
Document”, and fill the basic template. The desired info is delivered
in no time to your Dropbox.

9. Under the template, the end user has the option to define Owner name, Folder address, Due Date, Tags
if any for keeping the communication more precise. There is also a field to add an internal note if any.
Secondly, Odoo documents provisions you to arrange your documentation in accordance with the
priority or importance. Just via drag and drop option of Odoo document management system, you can
easily rearrange the order of your documentation.

10. Yet another innovative feature that got introduced in the module is the in-browser view of documents.
Earlier this was done via add-ons. Now you have the option to view the document right inside the
Odoo ERP.
In short, Odoo Documents have all that functions you sought in for seamless management of your
official documents.
Let’s take a quick glance again-
a) Action rules to channel your communication, the right way.
b) Email gateways provisioning automatic creation of bills from scanned documents and later sending
it to your vendor straight.
c) Easily collaboration with internal team and external client via chatter.
d) Processing documents in batch via setting folders and adding tags.
e) And most important- integration with Odoo Apps for specific functioning.

11. Click here to read more about: Odoo 12 Document Management System

12. Cybrosys Technologies
Pvt. Ltd.
1st Floor, Thapasya
Building,
Infopark, Kakkanad,
Kochi, Kerala,
India-682030.
Cybrosys Technologies
Pvt. Ltd.
1st Floor, Thapasya Building,
Infopark, Kakkanad,
Kochi, Kerala,
India-682030.
Cybrosys Technologies Pvt. Ltd.
Neospace, Kinfra Techno Park,
Kakkancherry,
Calicut University P.O.
Calicut Kerala, India - 673635.
Cybrosys Ltd
Cybrosys Limited
Alpha House, 100 Borough High
Street, London, Greater London,
SE1 1LB, United Kingdom
Thank You !
Cybrosys Technologies Pvt. Ltd.
1st Floor, Thapasya Building,
Infopark, Kakkanad, Kochi,
India - 682030.