Documents

The Documents app organizes every file stored in the database — the attachments of records, the files uploaded from the chatter, and the documents uploaded directly — in one place, where they can be sorted into folders, tagged, shared with a link, and used to create or complete records.

Note

The app is provided by the Document Management (eyssen_document_management) module. It works on the standard attachments of the database, so a file uploaded on a record is immediately visible in Documents as well.

Access rights

The module adds a Document Management category to the access rights of a user:

• User: can open the Documents app, and work with the files they have access to.

• Manager: can additionally configure folders, tags, and operations.

Browse documents

Go to Documents ‣ Documents to list the files of the database. The list, kanban, and form views show, for each document, its Folder, Tags, the related Partner and Model, and the file Type.

The search panel and the search view help narrow the list down:

• group the documents by Folder, Model, Partner, Tag, or Type;

• use the Hide JS/CSS, Hide View Model, and Hide Without Model filters to leave out the technical attachments that Odoo stores together with the business files.

Each document has a chatter, so notes and activities can be logged on a file itself.

screenshot: productivity-documents-overview

menu

Documents ‣ Documents

shows

The Documents kanban view with the search panel on the left (folders), several document cards with their tags, and the group-by menu open.

data

Demo company "YourCompany HU"; folders "Contracts", "Invoices"; tags "Signed", "Draft".

module

eyssen_document_management

notes

English UI, light theme, 1440px width.

Download several documents

To download several documents at once, select them in the list view, click the Actions button, and select Download Files. Odoo proposes a file name for the archive (files_<date>.zip); confirm with Download Files to get all selected documents in a single ZIP file.

Note

The file name must end with .zip.

Folders

Folders classify documents and can be nested. To create one, go to Documents ‣ Configuration ‣ Folders and click New:

• Folder Name and Parent Folder: the position of the folder in the tree. The Complete Name of a folder shows its full path, e.g. Contracts / 2026.

• Company: leave empty to make the folder available to all companies.

• Sequence: the order of the folders.

The Documents smart button opens the documents filed in the folder, and the Child Folders tab lists its subfolders.

Automatic folders

In the Automatic Folder section, an Auto Model can be selected. Documents attached to a record of that model are then filed automatically in the folder, without the user having to select it. Subfolders of an automatic folder inherit this behavior.

screenshot: productivity-documents-folder-form

menu

Documents ‣ Configuration ‣ Folders

shows

A folder form with the folder name, the parent folder, the Settings group, the Automatic Folder group with the Auto Model field, and the Documents smart button.

highlight

The "Automatic Folder" group (red frame).

data

Folder "Project files" with Auto Model "Task".

module

eyssen_document_management

notes

English UI, light theme, 1440px width.

Tags

Tags describe the content of a document. They are grouped into tag categories, and both the categories and the tags can be attached to a folder, so that only the relevant tags are proposed on a document of that folder.

To manage them, go to Documents ‣ Configuration ‣ Tags. Create a category, give it a Folder if it should only apply there, and add the Tags with their Color. A tag name must be unique within its category, and a category name must be unique within its folder.

Share a document

Open a document and, in the Share section of the form, click Share File. Odoo generates a share URL that can be copied with the (copy) icon and sent to anyone: the link gives access to the file without logging in. Click Unshare File to invalidate the link.

Both actions are logged in the document’s chatter, with the user and the date.

screenshot: productivity-documents-share

menu

Documents ‣ Documents

shows

A document form with the Organize group (folder, tags) and the Share group showing the generated share URL with its copy icon and the "Unshare File" button.

highlight

The "Share" group (red frame).

data

Document "Contract - Deco Addict.pdf" in folder "Contracts", shared.

module

eyssen_document_management

notes

English UI, light theme, 1440px width, use a throw-away token.

Operations

An operation turns a document into a record, or links it to an existing one — for example, to register a vendor bill from a received PDF, or to attach a signed contract to a project task.

To define an operation, go to Documents ‣ Configuration ‣ Operations and click New:

• Operation Name: the name proposed to the user.

• Folders and Models: restrict the operation to documents in specific folders or attached to specific models. Leave empty to apply it everywhere.

• Operation: Creating a New Record or Link to an Existing Record.

• Model for the Operation: the model of the record to create or to link to, and, optionally, a Filter for the Operation Model restricting the records proposed.

To run an operation, open a document and click Operations in the Organize section. Select the Operation and the target Record, then save: the document is attached to that record.

screenshot: productivity-documents-operation

menu

Documents ‣ Documents

shows

The Operation Wizard dialog open from a document, with the Operation field and the Record reference field filled in.

data

Operation "Attach to task", record "Website redesign" (project task).

module

eyssen_document_management

notes

English UI, light theme, 1440px width.

Documents of a contact

A Documents smart button on the contact form opens the documents linked to that contact. Odoo determines the contact of a document from the record the document is attached to.