OwnCloud / NextCloud Odoo Integration

by
Odoo          
v 11.0 Third Party 6

364.00 €

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Technical name owncloud_odoo
LicenseSee License tab
Websitehttps://odootools.com/apps/11.0/owncloud-nextcloud-odoo-integration-226
Read description for v 12.0 v 10.0 v 8.0
Included Dependencies Cloud Storage Solutions

Odoo document system is clear and comfortable to use. However, it is not designed to work with files as OwnCloud or NextCloud do. To process attachments users need to download a file, to change it, and to upload back. Documents are not synced locally and Odoo doesn't have powerful previewers and editors as OpenOffice. Both OwnCloud and NextCloud don't have such disadvantages. This is the tool to integrate their features into your Odoo business work flow. The app automatically stores all Odoo attachments in OwnCloud or NextCloud and provides an instant access to them via web links. In such a way users work with files comfortably in the cloud storage, while the results are fully available in Odoo.

The tool is compatible with both Odoo Enterprise and Odoo Community.

Synchronization is bilateral. All Odoo attachments are put in OwnCloud / NextCloud regularly. OwnCloud / NextCloud files create attachments in Odoo in case they are placed in a correct folder. Look at the sections From Odoo to OwnCloud / NextCloud and From OwnCloud / NextCloud to Odoo
Integration is automatic in both ways. Based on scheduled jobs, Odoo send attachments to OwnCloud / NextCloud and retrieve files from there
Any Odoo document might be synced: customers, opportunities, sale or purchase orders, tasks or issues, employees or users, etc. You decide by your own which records should be in OwnCloud / NextCloud, and which should be left in Odoo
Synchronization equally works for OwnCloud and NextCloud
All synced files are easily accessible though clicking on an attachment. You might also open a whole document folder by clicking on 'Open folder' on the attachment widget. You may use both internal and public (shared) urls: look at the section OwnCloud URLs
All sync activities might be logged. Control over files and folders creations, moves, name changes and removals. Just turn on the option 'Log sync activities' and access history through the button 'Sync logs'
New For each document of this type you may create a default directories' structure. When this folder is firstly synced, Odoo would generate default folders. For example, for all employees you may have pre-defined folders 'Scans', 'Scans/Official', 'Photos', etc.
The tool is compatible with Odoo reporting and mailing apps. If such an app faces a synced file, it retrieves a real content from OwnCloud / NextCloud. In particular, the reports 'always reload' feature and messages & mass mailing attachments work properly
Integration is based on a single user endpoint. It means that a single user login/password of OwnCloud / NextCloud is used. Afterwards for integrations Odoo would use that credentials disregarding an actual Odoo user. Make sure, however, that real Odoo users have an access to OwnCloud / NextCloud to open URLs linked to their attachments
The module features depend on your Odoo version. Please select required one on the top right of this page

From Odoo to OwnCloud / NextCloud

Direct synchronization has 2 prime aims:
  • Prepare and keep updated folders' structure in OwnCloud / NextCloud
  • Upload new attachments to a correct folder
Folders

Odoo creates a convenient directory structure in OwnCloud / NextCloud: Odoo / Document type name / Document name / Files, where:

  • Odoo is a central directory for Odoo Sync in your cloud storage.
  • Document type is a synced Odoo model, for example, 'Sale orders', 'Opportunities', 'Customers'
    • You select document types by yourself. It might be any document type
    • Moreover, you might have a few folders for a single document type. Use Odoo domains to have not global 'Partners, but 'Customers' and 'Suppliers', not just 'Sale orders' but 'Commercial offers', 'To deliver', and 'Done orders'
    • With each sync Odoo would try to update document types' folders. Add a new document type at any moment. It will appear in OwnCloud / NextCloud with a next sync
    • You are welcome to introduce or change document types folder names at any moment in Odoo. Take into account: renaming in OwnCloud / NextCloud will be recovered to Odoo names
    • If you remove a model from integration, it will not be deleted from OwnCloud / NextCloud to keep already synced files safe. However, new documents of this type would not be synced
    • In case you removed a directory in OwnCloud / NextCloud, but it is still configured in Odoo, with a next sync a folder structure is going to be recovered (not files, surely).
  • Document is an exact object to sync. For instance, 'Agrolait' or 'SO019'
    • Documents are synced in case they relate to a synced document type and satisfy its filters. For example, you are not obliged to sync all partners, you may integrate only 'Customers' and 'Vendors' or only 'Companies', not 'Contacts'
    • Odoo would generate a folder in OwnCloud / NextCloud for each suitable document even for documents without attachments. It is needed for a backward sync to easily add new files
    • OwnCloud / NextCloud folder name equals a real document name. It relies upon Odoo name_get method. Thus, Odoo 'Michael Fletcher' (a contact of 'Agrolait') would be OwnCloud / NextCloud 'Agrolait, Michael Fletcher'
    • If an exact document changes its document type (e.g. a quotation is now confirmed), Odoo will automatically relocate its related folder to a proper parent directory (in the example: from 'Commercial offers' to 'To deliver')
    • In case a document relates to a few types (for instance, you have 'Vendors' and 'Customers', while Agrolait is both), this document folder would be put into the most prioritized document type. A document type priority is higher as closer to the top in Odoo interfaces it is
    • If an Odoo document is removed, the next sync will remove a corresponding OwnCloud / NextCloud directory
    • In case you remove a directory in OwnCloud / NextCloud, but it still exists in Odoo, OwnCloud / NextCloud folder structure would be recovered (while files would be unlinked in both Odoo and OwnCloud / NextCloud)
    • Folders renaming in OwnCloud / NextCloud will be replaced with Odoo names, Odoo document names are more important
  • Files are real files taken from Odoo attachments

The resulted path would be, for example, 'Odoo / Quotations / SO019 / commercial offer.png'.

The only exclusion of the rule are stand alone attachments which do not relate to any Odoo documents (their document type is 'ir.attachment'). Such attachments' path is 'Odoo / Stand Alone Attachments / image.png'.

The direct sync might take quite a long, since a lot of folders should be created. It is not recommended to make sync too frequent: once an hour or two hours is fine.

Files

With each direct sync, Odoo tries to find not yet synced attachments. If such attachments suit any document type to sync, a file will be uploaded to OwnCloud / NextCloud to a proper folder. In Odoo such attachments will become of 'url' type. It means that a file is not any more kept in Odoo server space, but now it is in OwnCloud / NextCloud. Until sync is done, Odoo attachment remains binary and stores an actual file. Such approach helps Odoo to work faster.

If you unlinked an attachment from Odoo, it would be deleted in OwnCloud / NextCloud as well.

Take into account that file names should be managed in OwnCloud / NextCloud: each backward sync would recover OwnCloud / NextCloud names, Odoo is here less important.

From OwnCloud / NextCloud to Odoo

Backward integration aims to sync new files from OwnCloud / NextCloud to Odoo:
  • If a new file is added to a proper document folder (e.g. to 'Odoo / Customers / Agrolait'), the same attachment will be added to Odoo document (in the example – to 'Agrolait')
  • In document folders you can put not only files but also child folders. In that case a link for this folder (not its content) is kept in attachments
  • In case you rename a file in OwnCloud / NextCloud, it will be renamed in Odoo as well
  • Files' removal from OwnCloud / NextCloud leads to related Odoo attachments' removal
  • If you move a file to another document folder, in Odoo a related attachment would be re-attached to this new document. Take into account: if you move a file for a not document folder, in Odoo attachment will be deleted as it has been removed from OwnCloud / NextCloud
  • If you deleted a document type or document folder, their child files are deleted as well. Thus, Odoo would remove related attachments. The folders, however, will be recovered with a next direct sync. Folders' move to another directory is also considered as a removal. Avoid such situations by following the simple rule: folders are managed mostly by Odoo, files – mostly by OwnCloud / NextCloud.

Backward OwnCloud / NextCloud might take quite much time, since each folder should be checked (the more folders, the more time the backward sync requires). It is recommended to make frequency oftener than once an hour or two hours.

OwnCloud URLs

By default all links from Odoo to OwnCloud / NextCloud are internal. It means that only authorized users may access them and, after that, generate shared URLs for others.

It is possible to make them public using the option 'Use Public URLs'. In that case links will become 'shared', meaning that everybody may access those files by links. Although the links would be hardly known by external users, there is a slight chance that they become available as a result of some user actions. Besides, sharing links generation is not fast and might make the synchronization slower. Thus, be cautious if you decide to use shared links.

Misc peculiarities

  • Do not add folders inside root or document types' folders. If they have the same name as newly synced folders, the latter would not be uploaded
  • Make sure your database has a proper SSL certificate required to use OwnCloud API
  • Try to avoid the following symbols in folders' and files' names: *, ?, ", ', :, <, >, |, +, %, !, @, \, /,. Direct sync will replace such symbols with '-'. It is done to avoid conflicts with file systems.
Fast access to OwnCloud / NextCloud files and folders
Integrate Odoo and OwnCloud / NextCloud
Synced files are simply found in OwnCloud / NextCloud. Add unlimited number of files or folders here
Odoo attachments as OwnCloud / NextCloud files
Choose document types to be synced
OwnCloud / NextCloud models structure
Document type might have a few folders based on filters
Documents filtered
All document types are in the root directory 'Odoo'
Onedrive root directory
Document types' folders
Document types' folders in OwnCloud / NextCloud
All document of this type has an own folder
Documents' folders
Logged synchronisation activities
Sync Logs
Default folders for this document types to be created while firstly synced
Default directories within each document folder

Preliminary steps

The tool depends on external libraries 'owncloud'. Install this library for your Odoo server through the command: pip install pyocclient

Log in

To log in in OwnCloud / NextCloud you should:
  • Enter your cloud storage full url
  • Select an OwnCloud / NextCloud, which has full rights to read, create, write and delete files and folders within a root directory
  • Enter login and password of this user
  • Introduce the title for OwnCloud / NextCloud folder, e.g. Odoo
  • Push the button 'Login and Confirm'
  • If everything is fine, push the button 'Sync'
  • Make sure that the root directory or its children are shared with your colleagues
Enter OwnCloud / NextCloud credentials
OwnCloud / NextCloud settings
Confirmed credentials to start sync
Sync to NextCloud / OwnCloud

Migration from the versions prior to the version 1.3.0

In case you decided to upgrade this module form the version prior to the version 1.3.0, you should:
  • Push the button 'Backward sync' (to make sure recent OwnCloud / NextCloud changes are synced)
  • Push the button 'Migrate from the version under 3.0'
  • Check / update synced models
  • Push the button 'Sync' to apply changes

Scheduled jobs

You may change the frequency of sync jobs. To this end:
  1. Turn on debug mode
  2. Go to technical settings > Automation > Scheduled jobs
  3. Find the jobs 'Synchronize attachments with cloud' and 'Update attachments from cloud'

OdooTools is the team of developers and business analysts to help you extend Odoo potential. We have been communicating with end users to whom the software became the main business tool since 2012. As a result, we are proud of dozens of successful Odoo apps developed. We are open for new ideas and challenges to create the best Odoo tools for business needs all over the world.

This tool has been developed in cooperation with IT Libertas - one of the leading Odoo integrators in Russia.

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