Documents - Odoo App Spotlight

Organize Files Efficiently with the Odoo Documents App

Knowing how to manage your documents properly is vital for any business looking to run efficiently. Having to sort through a clutter of unorganized documents searching for the specific one that you need means that time isn't being spent performing more productive activities. One of the best ways to manage your documents is to keep them all in one centralized location, and that is exactly what the Odoo Documents app can do for you.

Centralize Your Document Management

The Documents app offers several features to help your business keep its documents organized. The main method of organization is through Workspaces, which is the Documents app's hierarchical folder structure. Workspaces have three key features used to help organize them: access rights, descriptions, and tags. Access rights determine who is allowed to view and edit documents within a workspace, and descriptions are exactly what they sound like. Tags are markers added to workspaces that help designate what categories a workspace falls into and can be used to help search for and filter workspaces. An additional helpful feature of the Documents app is the ability to send requests to other users, asking them to upload specific documents to the app.

Edit and Manage Documents with Ease

While the Documents app is primarily for storing and organizing documents, it also offers some features for editing them. PDFs can be split and merged together into multiple or a single document. There is also a collaboration function allowing for others to access and address potentially critical information. Additionally, the Documents app supports the creation and editing of spreadsheets within the app itself. And depending on what other apps your Odoo instance has installed, more features will be available to you!

Automate Document Processes with Seamless Integration

One of the most versatile benefits of the Documents app is that it features native integration with other standard Odoo apps for the automation of document organization and task creation after document reception. For example, links can be created to allow external users to upload documents directly to specific folders, such as resumes or bills, which can then automatically generate a task in another app. You can also have scanned files go into Documents, request signatures for documents, and set expatriations on shared documents.

Core Features of Odoo Documents:

• Centralized Document Storage: Store and organize documents in a single, easily accessible location.
• Automated Workflows: Streamline document approvals and tasks with workflow automation.
• OCR Integration: Extract data from scanned documents using Optical Character Recognition (OCR).
• Version Control: Keep track of document revisions with built-in version control features.
• Access Control: Control who can view or edit documents with customizable access permissions.
• Integrated E-signatures: Collect electronic signatures on documents directly from the platform.

Key Benefits of Odoo Documents:

• Enhances Document Accessibility: Quick access to documents for improved productivity and collaboration.
• Streamlines Document Processes: Automation reduces manual handling and speeds up workflows.
• Improves Compliance and Security: Versioning and access control enhance document security and compliance.
• Facilitates Remote Work: Access and manage documents from anywhere, supporting flexible work environments.

Something to note: Odoo offers both cloud-based and on-premise deployment options as part of Odoo's broader suite of integrated business applications, allowing it to connect seamlessly with other functions like marketing, inventory, and accounting!

Get Started with Odoo, with Lighthouse's Help

Having advanced tools that you can utilize for your business can do wonders for improving your workflow and results, and Odoo is a full suite of advanced business tools. The Odoo Documents app is only one of these tools that you can take advantage of. If you would like to learn more about what Odoo can do for you and your business, reach out to your local Odoo partner (like we are here at Lighthouse IT Solutions), and we can show you a hands-on demonstration of everything Odoo has to offer.