Documents¶
Odoo Documents allows you to store, view, and manage files within Odoo.
Folders and documents are organized into sections accessible from the tree on the left. The following sections are available:
All: displays all folders and files the user has access to.
Company: contains folders and files shared across the company. Access is determined by the access rights defined for the folder and file.
My Drive: the user’s personal workspace for organizing and accessing files and folders they own or have uploaded.
Shared with me: includes files that have been shared with the user but are not part of any parent folder they have access to.
Recent: shows recently modified files the user has permission to view or edit.
Trash: stores deleted files and folders.
Click a section in the tree to view its contents. Select a folder to open it, manage it, and access its files.
Click a file to open it and take available actions. To close the file, press Esc or click the (close) icon. You can also drag and drop a file or folder to move it to another folder or section.
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Use the search bar to quickly find specific items.
The chatter tracks changes to folders and files and allows communication with internal users and external contacts. Click the (Info & Tags) button in the upper-right corner next to the view to access it.
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Configuration¶
Deletion delay¶
By default, items moved to the trash remain there for 30 days before being permanently deleted. To adjust this delay, go to and edit the Deletion delay (days) field.
File centralization¶
Enabling file centralization for a specific app automatically organizes all associated files into dedicated folders. To do so, go to . For example, enabling Human Resources makes HR documents automatically available in the HR folder, while documents related to Payroll are automatically available in the Payroll sub-folder. Select the desired folder from the dropdown list and select the Tags to be added to the relevant files.
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When centralizing accounting files, click Journals to configure specific sub-folders for individual journals.
Note
Changing the folder or tags does not affect existing files; the changes will apply only to newly created ones.
If file centralization is enabled for an app, deleting a record in that app moves its attachments to the trash in the Documents app.
Folders¶
You can organize files in folders available in the Company or My Drive sections.
To create a folder, select the desired section in the tree, click New, and select Folder. In the pop-up, enter the folder’s Name and click Save. To create a sub-folder, select the parent folder first, then follow the same steps.
Note
Some folders and sub-folders are created automatically based on the file centralization settings.
To manage a folder or sub-folder, select it and click the (Actions) icon above the tree. The following options are available in the menu:
Download: Download the folder as a .zip file, including its files and sub-folders.
Rename: Modify the folder’s name.
Add shortcut: This option is only available for sub-folders and allows to create a shortcut to a sub-folder.
If you have editing permissions, the shortcut is created in the same folder.
If you don’t have editing permissions, the shortcut appears in the My Drive section.
You can then drag and drop it into the desired folder.
Add star: Mark a folder as a favorite for quicker access. This setting is user-specific and does not affect other users” workspaces. You can then use the Starred filter to navigate to your favorite folders quickly.
Info & Tags: View the folder’s details and chatter.
Move to trash: Move the folder and its content to the trash.
Actions on Select: Define the server actions that are available (as buttons) for the files in the folder. Click an action to add or remove it. Click Add Custom Action to create a new one.
Automations: Create automation rules.
Important
Setting up custom actions and automation rules may impact your pricing plan.
Files¶
To upload a file, select the desired folder in the tree, click New and select Upload.
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On Odoo Online databases, each uploaded file must not exceed 64MB.
You can also drag and drop a file from your computer to the desired folder within the Documents app.
URL links¶
To add a link to a URL (e.g., a video) and make it accessible from a folder, click New and select Link. Enter the URL, add a Name, and select the appropriate Folder.
Spreadsheets¶
To create a spreadsheet, click New and select Spreadsheet.
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Managing files¶
Several buttons are available in the top bar when opening a file:
the Action menu, which includes the options described below
Download
The following options are available in the Action menu:
Duplicate: Create a copy of the file.
Move to Trash: Move the file to the trash.
Rename
Info & tags: View the file’s details and chatter.
Create shortcut: A shortcut is a pointer to a file, allowing access from multiple folders without duplicating the file.
If you have editing permissions, the shortcut is created in the same folder.
If you don’t have editing permissions, the shortcut appears in the My Drive section.
You can then drag and drop it into the desired folder.
Manage versions: View all versions of the file in upload order, download a specific version, or upload a new one as needed.
Lock: Protect the file from any modifications.
Copy Links: Copy the file’s URL for sharing. Access is controlled based on the file’s access rights.
Split PDF: Split a PDF file.
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You can use folder-specific email aliases to automatically save files sent to the alias into the corresponding folder.
Splitting and merging PDFs¶
To divide a PDF into individual or groups of pages, open the PDF and click Split PDF in the upper-right part of the document preview. Click the (scissors) icon between pages to remove a split if needed, then click Split to confirm.
To merge PDF files, follow these steps:
Navigate to the folder containing the files you want to merge, then switch to the list view and select the relevant files.
Click the Action button and select Merge PDFs.
If needed, click Add file to browse and select a PDF file from your computer.
Click the (scissors) icon between the files.
Click Split to merge them.
Note
The original PDFs are replaced by the merged version.
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Press Shift + S to add or remove all splits between pages.
To delete a specific page, select the page, then click Delete.
Requesting files¶
Request files from users as a reminder for them to upload specific files. To do so, follow these steps:
Click New and select Request.
Enter a Document Name and select the person you’re requesting it from in the Request To field.
If needed, set a Due Date In, choose the Folder where the file should be added, add Tags, and write a Message.
Click Request.
A placeholder for the missing file is created in the selected folder. Once the file is available, click the placeholder to upload it.
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You can also request a document from the list of scheduled activities.
To see the list of all requested files, switch to the Activity view of the Documents app and go to the Requested Document column. Click a requested file’s date to view its details. You can then:
Upload a file using the (upload) button;
Edit the activity using the (edit) button;
Cancel the activity using the (cancel) button;
Send a reminder email. Click Preview to preview the content of the reminder email if needed, then Send Now.
To send a reminder email for all requested files, click the (ellipsis) icon in the Requested Document column and select Document Request: Reminder.
Details panel¶
To view a folder’s or file’s information and tags, select the folder or file, then click the (Info & Tags) button in the upper-right corner next to the view icons.
The details panel allows the following:
Change the file’s folder or the folder’s name.
View the file’s or folder’s size and the folder’s item count.
Change the file’s or folder’s Owner and Contact. By default, the person who creates a file or folder is set as its Owner and granted full access rights to it. To change it, select the required user from the dropdown list. The Contact is a person who only has Viewer access rights to the file or folder, e.g., an existing supplier in the database.
Note
To view a file from their user profile, a user must be set as the Contact and have at least Viewer access.
Email aliases¶
You can use an email alias to automatically save files sent to the email alias into a specific folder. To set up an email alias for a folder, follow these steps:
Select the folder where files should be saved.
Click the (Info & Tags) in the upper-right corner next to the view icons.
In the details panel, enter the desired Email alias and select or create the domain.
Optionally, specify an Activity type and assignee to create an activity when a file is received via the alias.
Optionally, select the Tags to automatically apply to the files created through the alias.
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Share and access rights¶
Note
You can only share folders and files and edit their access rights if you have editing rights.
Access rights can be set on:
folders: Select the folder, click the (gear) icon, and select Share.
files: Open the file and click Share in the top bar.
In the Share pop-up, grant access to specific users or contacts by selecting their name from the dropdown menu or by adding their email address manually, then select Viewer or Editor.
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To remove a permission or set an expiration date for it, hover the mouse over the relevant contact and click the (remove) or (calendar) button, respectively.
To set General access for Internal users or Anyone with the link, select Viewer, Editor, or None (to restrict access completely). For Anyone with the link, you can further specify whether the folder or file should be Discoverable (accessible through browsing) or require that users Must have the link to access it.
Note
Public users Must have the link to access a folder or file on the portal when connecting for the first time.
Each folder and file URL includes the access rights that have been set for it. When you share a folder, the person you share it with is directed to a dedicated portal where they can view the files in that folder, excluding any with restricted access.
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Portal users can access folders and files they have permission to view or edit through the customer portal by clicking the Documents card.
File digitization with AI¶
Files available in the Finance folder can be digitized. Select the file, click Create Vendor Bill, Create Customer Invoice, or Create Customer Credit Note, then click Send for Digitization.
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