All-In-One Lists Reminders

by
Odoo          
v 11.0 Third Party 5

186.00 €

Technical name total_notify
LicenseSee License tab
Websitehttps://odootools.com
Read description for v 10.0 v 9.0 v 8.0

Many users prefer simple lists to Odoo dynamic interfaces. Sometimes it is truly comfortable to open a set of documents and process them one by one without extra clicks. It is even better if the system prepares such a list for you regularly. Besides external partners usually do not have an access to objects, while certain statistics should be available and carefully shared. For such situations this tool serves. It let you configure automatic reminders for any Odoo document type in a form of lists, where each record will satisfy criteria you have chosen, will suit pre-defined time frames, and will contain only the data you would like to share.

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

The module features depend on your Odoo version. Please select required one on the top right of this page
The module features are significantly expanded starting from the version 11. In case you migrate data from a lesser version, the reminders should be prepared from scratch

The tool works for any Odoo documents. Look at the section Use cases
Any partner might be one of reminder recipients: internal or portal users, customers, suppliers, and even Odoo mail channels
Lists' appearance is configurable and let you select columns to show. Look at the section Reminder view
Optionally attach an Excel (xlsx) table with the same list of documents
Select topical documents based on relative periods: last or next days, weeks, months, years. Look at the section Periods
Apply any sort of filters to include only required documents. Look at the section Filtering
Send lists at any moment: everyday, each last Friday of a month, on a definite date of the year, and so on. Look at the section Recurrence
Grant rights to configure reminders for any user. Look at the section User Rights
Feedback allows improving Odoo tools for you. If you tested the app, please leave a review on the product page

Reminder view

Reminders' and attached tables' appearance are configurable, and let you select only essential and valuable data:
  • The tool allows choosing an unlimited number of columns for this document. It might be any field of a target model of the following types: char, text, html, integer, float, selection, boolean, date, datetime and relations to other documents (many2one, one2many, many2many). The set includes even computed fields
  • For relational fields you might choose the second level precision. For example, you might show a phone of a customer for a sales orders' reminder or tags' colors for tasks
  • It is possible to adapt column names. By default a field description is stated (on the language of this reminder), but users are allowed to change them
  • Optionally attach an xlsx table for reminders. It would have the same columns as a reminder itself. It is also possible to exclude a list from email and leave only an xlsx table
  • Include or exclude links to Odoo objects. References are great in case of internal reminders, but they are harmful in case of external ones
  • Introduce any greeting text for a notification
  • Choose reminders' language
  • Do not change email template manually. It will break all styles. Look at the Configuration tab

Periods

Take into account that if a related date is not set for a document, such a document is considered as always outside periods
To achieve lists' topicality, the tool let you set up intervals to search documents:
  • Restrict time frames by any date or datetime of a target document type. It might be deadline, create or close date, next activity day, etc.
  • If you wish, apply a few periods based on different dates. For instance, select this month closed leads which have been opened the last year. Records should satisfy all of the criteria, however if you selected the same date twice, records should be within any of those periods. For example, a deadline should be within the last 2 months OR the next month AND a close date should be within the last year
  • Periods are relative, so they are periods in comparison to today. E.g., 'this month', 'the last year', 'the next 5 weeks'
  • Intervals may both define previous time frames ('the last') and forthcoming periods ('the next')
  • As intervals select days, weeks, months, or years
  • Exclude or include a current period. For example, you might send a reminder on the first day of a month for a previous one. Vice versa, forward a list on the last day of this month for a current one
  • Test your settings according to a real-time-shown result below the table

Filtering

Apply filters thoroughly: make sure you are not forwarding confidential data to wrong partners
Not all, even topical, documents should be included into lists. There is no sense to inform a sales manager about leads of another team. Be especially attentive in case of reminders for external partners: make sure you filter by a related customer. The tool let you do that flexibly:
  • Filters are organized as a domain constructor: you may use the most of storable fields with any level of precision. The latter means, for example, you can filter sales orders by a related partner country or even by a state of a company of a related partner
  • Use both 'AND' ('all') and 'OR' ('any') operators to achieve a desired result
  • Check yourself by pressing the button 'Records': it would show all documents which at the moment satisfy your search criteria (and you have an access to)
  • If you feel confident to prepare Reverse Polish Notation domains, turn on the debug mode, and apply more complex expressions such as, for instance, ' category is child_of all'

Recurrence

Be cautious with a month or year exact date: if it didn't exist, a last month day would be applied: 31/09 --> 30/09
It doesn't look fine to send a reminder on Sunday? No problem at all, define regularity in a way you like:
  • Send a reminder every day, each 5 days, each 181 days
  • Notify by exact weekdays, e.g. on Mondays and Thursdays
  • For monthly reminders use:
    • The first month day
    • The last month day
    • The exact date, e.g. the 16th
    • A weekday, for instance, the first Monday, the last Friday, or the third Tuesday
  • Prepare a yearly statistics on an exact year day, e.g. on the first of September

User rights

Make sure you trust a reminder manager. Such a user will be able to send some documents without a permission for those
In the most cases reminders should be prepared by the Odoo SuperAdmin, since it is the only one who has full rights for all models. Simultaneously, the tool let you grant an access to lists for any user:
  • To observe the reminders' menu and configure new notifications, select the right 'Lists Reminder Manager' in this user settings
  • Make sure you trust such a person. This user would be able to send any data by a document type to which he/she has a read access. It means, that if a user might read leads in general, but do not have rights to read the exact lead 'XXX', he/she would be able to send the data by the lead 'XXX' using the reminder
  • To configure a reminder by this document type, a user should have a read access to such a model. For example, an employee without the right 'Warehouse user' might not prepare a reminder by deliveries

Use cases

The tool works for any Odoo document type. It might be sale or purchase orders, leads or tasks, activities or meetings, deliveries or manufacturing operations, thus, generally all models which exist in your system. The module is mostly used:
  • To send periodical statistics for managers
  • To forward to-do lists for certain actions
  • To plan forthcoming events and actions
  • To notify customers or suppliers of done jobs.
Please find below a few typical examples.

Pipeline results --> to get leads closed the previous month for a team manager

  • Choose Lead/Opportunity as a model
  • Define a period as Closed Date in the last month
  • Make a filter Sales Channel > Sales Channel contains 'Europe', where 'Europe' is your sales team
  • As columns define Display Name, Salesperson > name, Salesperson > phone, Tags, Expected Revenue
  • Subscribe a sales team manager for this reminder
  • Send a list each month, on the first Monday.

Similar lists might be configured for sale orders, deliveries, purchase orders, manufacturing operations, etc.

Daily to-do list --> to get activities which should be done today or previously

  • Choose Activity as a document type
  • Define a period as Due Date in the last 10000 days including this (to get even the eldest activities)
  • Make a filter Assigned to > Name contains 'John Brown', where 'John Brown' is a user to notify
  • As columns apply Display name, Category, Due Date, Note
  • Subscribe a John Brown for this reminder
  • Send a list everyday.

Similar reminders are usually prepared for project tasks, opportunities, planned deliveries or incoming shipments, etc.

To prepare the same reminder for another user: duplicate this one, update the filter to a new employee and subscribe him/her

Planned events --> to get events which will happen in forthcoming periods

  • Choose Event as an object for this reminder
  • Define a period as Start Date the last week, including this (it would be 'this week'), or the next 3 weeks
  • Make no filters
  • As columns apply Event name, Location, Start Date, End Date
  • Subscribe a John Brown for this reminder, where John Brown is an event department head
  • Send a list on Mondays.

Similar reminders are Okay for activities, tasks, leads, deliveries, incoming shipments, etc.

Customer project statistics --> to notify customers about their tasks

  • Choose Task as a target model
  • Define a period as Create Date in the last year
  • Make 2 filters: Customer > Parent name is 'Agrolait' or Customer name is 'Agrolait', where 'Agrolait' is project customer
  • As columns apply Display name, Deadline, Description, Last Stage Update, Stage > display name
  • Subscribe a John Brown for this reminder, where John Brown is a managing partner of Agrolait
  • Send a list on the 10th of January each year.

Similar statistics is frequently forwarded by support tickets, paid invoices, done sale orders, etc.

Configure lists of records to be sent according to chosen periods
Lists reminder relative periods
Filter Odoo records to be included into a list
Dynamic lists filter
Configure list columns and reminder appearance
Lists columns and view
Remind to any user, customer, supplier or send lists to Odoo channels
Odoo lists followers
Followers regularly receive lists on their email
Reminder email
The Excel (xlsx) table is optionally attached
Xlsx table attached to a reminder
Flexibly configure reminders frequency
Reminders sent time options
Sent reminder weekly on predefined weekdays
Weekly reminders
Define a month day for lists notifications
Odoo monthly reminder
Make reminder monthly on predefined weekdays
Monthly reminder by weekdays
Make any user prepare lists reminders
Odoo reminder manager
Reminder managers may configure lists only for documents they can read
Model read access is required for model reminder
Good at Odoo domains? Turn on the debug mode
Reverse Polish Notation for complex Odoo domains

Python dependency

To provide the feature of dynamic Excel table generation, install the Python library xlsxwriter:

pip install xlsxwriter

Email template

The basic reminder appearance should not be configured through Odoo email templates. In the debug mode go to:

  • Settings > Technical > Email > Templates > Reminder

Do not change this template! Otherwise, its styles would be broken, and you would receive blank emails.

Do you break everything? Not a problem, remove this template and update the module. The email appearance will be recovered.

Scheduled job (cron)

By default Odoo checks whether any reminder should be sent on a daily basis. You can change a frequency or time of check. In the debug mode go to:

  • Settings > Technical > Automation > Scheduled Actions > Lists Reminders

The situation for a higher frequency is when you have many reminders with a lot records to search. In that case the cron job might be not ready with all actions in time, and it is better to repeat the check. However, be cautious: do not make it too frequent. Otherwise, one job would not be fulfilled until another one, and Odoo would collapse until a reminder is sent.

The cron job interval should be bigger than your Odoo configured timeout. Sometimes it is required to increase a timeout, if a number of documents in a list accounts for a few thousands records.

The module is not aimed to export data from Odoo. Do not try to send everyday your whole database.

Configure the planned job for reminders
Reminders cron

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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