documentsEnterpriseDocuments
Gathers documents in folders and links them to records and to the workflow
Collects files in workspaces, classifies them with tags and links them to the related Odoo record.
What it does
Documents exists to gather company files inside Odoo and to bring them into the workflow. Files are managed from the folder tree on the left; the company-wide area, the personal area, what is shared with you and the trash are separate sections. Every file can be linked to an Odoo record. From a PDF that lands in the Finance folder, a vendor bill, a customer invoice or a credit note is created.
Folders and access
There are All, Company, My Drive, Shared with me, Recent and Trash sections. Sharing requires edit rights. You invite people as viewers or editors, limit access to internal users or to anyone with the link, and put an expiration date on the permission.
Tags and search
Tags are defined from the configuration menu with a name, a colour and a tooltip. They are assigned to files from the details panel. Tags are applied automatically to files that arrive through an email alias, so incoming documents become filterable without being classified by hand.
PDF operations
A multi-page PDF is split with the scissors icon between the pages; several PDFs are merged into a single document. In a merge, the merged version replaces the original files, so it has to be done knowingly. It is useful for separating the batches of invoices that come in together from a scanner.
Turning a file into an invoice
For a file in the Finance folder you choose to create a vendor bill, a customer invoice or a credit note and send the document for digitization; the fields are filled in and a draft record is opened. You do not have to search for the file separately on the accounting side, and the document stays linked to the record.
We don't just install the module — we fit it to your business
ASON sets up the folder tree and the viewer and editor rights to your company structure; migrates your existing files with their tags, defines the email alias that tags incoming documents automatically, and shows your team how to create an invoice from the Finance folder.
- Setup & ConfigurationModeling and rollout tailored to your processes.
- Data MigrationWe migrate your existing data without loss.
- Team TrainingHands-on training and documentation.
- Regulation & LocalizationTürkiye-specific compliance and integrations.
Technical scope
Apps it works with
The other 5 apps in the same category — they all read the same database.
Accounting
Full accounting, from the journal entry to the financial statements
Expenses
Carries employee expenses from the receipt to the accounting entry
Payments
A payment provider connection for collecting invoices online
Spreadsheet
A spreadsheet and dashboard connected live to Odoo data
Enterprise
Sign
Gets contracts and forms signed online and keeps the signed copy
Frequently asked questions
Can we process incoming vendor bills from here?
Yes, the flow is set up for that. Vendor bills land in the Finance folder; you select the file, mark create vendor bill, and send the document for digitization. Odoo fills in the partner, date, due date and line details and opens a draft bill, which you check and confirm. The document digitization service runs on credits; one document uses one credit, and XML invoices use no credits.
Can we split scanned batches of PDFs here?
You can. A multi-page PDF is split with the scissors icon between the pages, and several PDFs are merged into a single document. In a merge the merged version replaces the original files, so it has to be done knowingly. It is useful for separating the batches of invoices that come in together from a scanner.
How do we classify the files?
Tags are defined from the configuration menu with a name, a colour and a tooltip, and are assigned to files from the details panel. Tags are applied automatically to files that arrive through an email alias, so incoming documents become filterable without being classified by hand. We set up the tag structure to match your departments during the setup.
Who will have access to the documents, and how do we limit that?
Access is set at folder and sharing level. You invite a person as a viewer or an editor; you can limit general access to internal users or to anyone with the link, or switch it off. It is possible to put an expiration date on permissions, which is useful for temporary access given to outsiders. During the setup we design the department-level folder and permission structure together.
Can we set up automation at folder level?
Automation rules can be defined at folder level in Documents. But this requires enabling Studio, and Studio may affect your pricing plan. Before the setup we compare the gain the automation would give you against that cost, and we take the decision together.
Can we use it to request a file from the other party?
You can. When you create a request from the New menu, a placeholder record is opened in the folder. When the file is uploaded, that record is filled; you follow it from the requested document column in the activity view and send reminders for the ones still pending. It lets you run the job of collecting missing paperwork from a single list instead of through email correspondence.
Does the Documents app require an Enterprise subscription?
Documents is one of Odoo's Enterprise apps, together with Sign and Spreadsheet; the app is not in the free Community edition. Spreadsheet is part of Documents, so it falls under the same scope. Before the setup we draw up your list of requirements and give you in writing which item is covered by which edition.
See Documents in your business
Submit a request for a free discovery call and demo.
Apps in the Finance category
Accounting, expenses, payments, e-invoicing
Odoo and the Odoo logo are the property of Odoo S.A. ASON Teknoloji is an Odoo Learning Partner.