The key features of Odoo 18 document management make it possible to automate, organise, and access documents in ways that completely change your day-to-day operations. From advanced document preview and tagging features to integrations with other Odoo apps, Odoo 18 DMS is designed to simplify document handling while improving efficiency.
This post will explore the Odoo 18 document management system features and highlight how they can help your business organise files, collaborate with teams, and stay ahead in today’s digital landscape.
What is the Odoo Document Management System?
Odoo Document Management System (DMS) is a cloud-based solution that allows businesses to manage and organise their documents digitally. With Odoo 18 DMS features, users can store, categorise, and access documents from anywhere, anytime, through an easy-to-use interface.
The Odoo 18 document management system is fully integrated with other Odoo applications, such as accounting, CRM, and project management, providing an incorporated experience across your business processes. This integration allows for efficient collaboration and document sharing, central for businesses with multiple departments or remote teams.
Key Features of Odoo 18 Document Management
Now, explore the standout Odoo 18 document management features that can develop your business’s document handling.
Online Preview of Documents
One of the most convenient features of Odoo 18 document management is the ability to preview most file formats directly within the platform. Whether it’s a PDF, image, or video, you can open and review files online without downloading them. That saves time and makes it easier to quickly assess documents without interrupting your workflow.
Collaborative Document Chat
Odoo 18 enhances collaboration by allowing users to discuss documents directly within the platform. You can ping colleagues, leave comments, or create specific activities (like tasks or reminders) to track document-related actions. This feature fosters a more interactive and transparent way to collaborate on real-time documents, ensuring everything is noticed.
Manage Links and External Documents
Not all documents need to be uploaded directly. Odoo 18 DMS allows you to create links to external documents, such as Google Docs or Dropbox files, so you can still access and manage them within your workspace. This flexibility ensures that even documents stored outside the system remain part of your integrated workflow.
Easy Document Assignment: Owners & Contacts
Odoo 18 lets you assign document ownership to specific users or contacts, such as customers, vendors, or internal team members. You can link documents to existing Odoo records (like invoices or tasks), ensuring that all relevant information is easily accessible and connected. This feature simplifies document organisation, especially when working on multi-step workflows.
Create and Edit Spreadsheets
Odoo 18 makes creating and managing spreadsheets easy, starting from scratch or working with an existing file. You can directly create, edit, or view spreadsheets within the DMS, simplifying processes like budgeting, inventory tracking, and data analysis without leaving the platform.
Document Organization: Folders and Tags
Organising your documents has always been challenging. Odoo 18 allows you to create hierarchical folders to structure your workspace according to specific needs. Combine this with tags to classify documents by project, type, or status. These tools allow you to quickly find documents and stay organised even as your library grows.
Powerful Filters to Find What You Need
Odoo 18 DMS includes a set of easy-to-use filters that let you define specific criteria for your documents. You can save your most-used filters and share them with colleagues, making it even faster to find the document you need every time.
Split PDFs and Work in Batch
If you’ve ever scanned a stack of documents and ended up with a massive multi-page PDF, Odoo 18 has a solution. The system allows you to split PDFs into separate documents, making it easier to manage scanned files. Additionally, you can perform batch actions, such as tagging or previewing multiple documents simultaneously, saving valuable time when handling large volumes of files.
Trash Management
Documents deleted from the system don’t immediately disappear. Odoo 18 retains deleted documents in a trash folder for 30 days. That gives you the peace of mind that records aren’t lost forever and can be quickly restored if accidentally deleted.
Customizable Access Rights
With Odoo 18, you can define access rights for each folder, ensuring that only authorised users can view, edit, or delete documents. Whether you’re working with sensitive financial records or internal project documentation, Odoo makes it easy to set permissions according to user roles.
Document Sharing for External Users
Odoo 18 allows businesses to share folders or individual documents with external users. This feature grants controlled access so external users (clients or vendors) can preview, download, and upload documents directly to your shared workspace. You can set a validity date for shared documents, ensuring they’re only accessible for a specific period.
Email Gateway for Scanned Documents
Scan your physical documents directly into Odoo 18 using the email gateway feature. Configure your scanner to send PDFs to a specific email address, and Odoo will automatically upload them into your workspace. The system can also set tags or assign documents to specific folders based on the email’s content, making the process even more efficient.
Automated Workflows and Custom Actions
With Odoo 18’s customisable workflows, you can automate repetitive tasks. Set up automated actions for folders, tasks, or contacts to create documents, process bills, or organise files without manual intervention. You can even set up automatic document categorisation based on predefined rules.
Document Locking and Unlocking
To avoid confusion when multiple people work on the same document, Odoo 18 allows you to lock a document to prevent others from making changes until it’s unlocked. This feature helps maintain document integrity and avoid conflicting versions.
Document Requests for Missing Files
Odoo 18 allows you to create document requests and reminders for missing files or documents. This feature is handy for teams that need to collect certain documents from clients or vendors. It helps them track what’s missing and ensures that nothing slips through the cracks.
Validation Process for Document Approvals
Set up custom validation processes for documents in Odoo 18. Using tags and automated actions, you can implement multi-step approval workflows that ensure documents are reviewed and validated before finalising. That makes it easier to maintain document accuracy and compliance.
Integrations with Other Odoo Applications
Odoo 18 DMS integrates smoothly with other Odoo apps, giving you even more power and functionality. Some of the key integrations include:
- Odoo Project: Create tasks directly from documents. For example, a project specification can be turned into a task that needs to be worked on.
- Odoo Sign: Use Odoo Sign to electronically sign documents or request signatures, integrated seamlessly with your document management system.
- Odoo Invoicing: Process vendor bills directly from PDFs or scanned images. Odoo’s AI engine can automatically extract and process bill data for you.
- Odoo PLM: Link documents to your PLM system to track versions of product plans, engineering change orders, or any other document related to your products.
Benefits of Using Odoo 18 Document Management System
Increased Productivity
The Odoo document management tools and features significantly improve productivity by automating document classification and version-tracking tasks. Employees can access documents faster and collaborate more efficiently, reducing the time spent searching for files or organising papers.
Improved Collaboration
Odoo 18’s sharing and collaboration tools enable teams to collaborate efficiently. The real-time document editing feature ensures that everyone is on the same page and has access to the latest version of the document, making teamwork more efficient.
Enhanced Document Security
Odoo 18 offers advanced security features, including user permissions, document access control, and encryption. These features allow you to control who can access specific documents and protect sensitive information from unauthorised users.
Automate Workflows
Integrating document management with other Odoo applications allows businesses to create streamlined workflows. These workflows automatically link documents to relevant projects, tasks, and clients, reducing the need for manual data entry and improving overall workflow efficiency.
How to Use Odoo 18 Document Management System
Using the Odoo 18 document management system is simple and intuitive. Here are the basic steps to get started:
- Set Up Categories and Tags: Label your documents using categories and tags. That will help you classify them for easy retrieval later.
- Upload Documents: Upload your documents to the system either manually or through automated document capture tools.
- Share and Collaborate: Share documents with your team or external partners for feedback or collaboration.
- Track Versions: Monitor document changes using the version control system to keep track of edits and revisions.
- Search and Retrieve Documents: Use advanced search tools to locate documents quickly based on keywords, metadata, or tags.
Why Odoo 18 Document Management is a Must-Have for Your Business
Odoo 18 document management features are necessary for businesses reviewing their document processes. From automated document classification to advanced search tools, Odoo offers an all-in-one solution that improves collaboration, productivity, and security.
By utilising these Odoo 18 document management tools and features, businesses can save time, reduce errors, and create a more efficient document workflow. Whether you want to manage contracts, invoices, or project files, Odoo 18 has everything you need to take your document management to the next class.
