Document Expiry Management | Document Management
by OMAX Informatics https://www.omaxinformatics.com$ 50.00
| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Employees (hr)
• Discuss (mail) |
| Lines of code | 1086 |
| Technical Name |
document_expiry_mgmt_omax |
| License | OPL-1 |
| Website | https://www.omaxinformatics.com |
| Versions | 16.0 17.0 18.0 19.0 |
| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Employees (hr)
• Discuss (mail) |
| Lines of code | 1086 |
| Technical Name |
document_expiry_mgmt_omax |
| License | OPL-1 |
| Website | https://www.omaxinformatics.com |
| Versions | 16.0 17.0 18.0 19.0 |
Document Expiry Management
OMAX INFORMATICS
Overview
The Document Expiry Management module helps organizations efficiently manage, track, and monitor important business documents with expiry dates. It ensures compliance by automating document lifecycle management, notifications, and visibility across the system.
Features
- Manage documents related to Partners, Employees, Companies, and Products
- Upload and store documents securely with expiry dates
- Preview attached documents (PDF, DOCX, XLSX, Images) without downloading
- Relational fields dynamically displayed based on Document For selection
- Documents automatically expire on the configured expiry date
- Automatic transition to Expiring Soon state based on the Send Notification Before Expiry configuration in the document type
- Expiry tracking applies only to activated documents (draft documents are excluded)
- Automatic email notification sent to the responsible person when: A document is activated, A document enters Expiring Soon state, A document expires
- CC recipients are automatically added based on Notification To and Activated By
- Attached document is included in outgoing email notifications
- Manual email can be sent using the Send Document button, which opens the email compose window with the document attached
- Cancel documents and reset them back to draft using Reset to Draft
- Re-activate expired documents when required
- Automatic tracking of Activated By and Activated On
- State-wise dashboard with bar graphs for: Activated, Expiring Soon, Expired documents
- Dashboard supports week-wise visualization
- Managers: Access document configuration and document type settings
- Users: Access documents, previews, and dashboards
- Clear separation of configuration and operational access
- PDF: Accurate layout preview
- DOCX: Content-based preview (layout may differ from original)
- XLSX: Data-based preview (advanced formatting and images not supported)
- Images: Native image preview
- Note: Document previews are provided for quick reference. For exact formatting and advanced features, download and open the file in its native application.
How It Works
User Access rights
The 'Configuration' and 'Document Type' menus are available only for Manager.
Menus available for document user.
Document Form View
- Name: Specifies the document name.
- Document For: Used to specify whether the document is related to a Partner, Company, Employee, or Product.
- Company: Dynamic visibility of relational fields based on the selected 'Document For' value.
- Document Type: Relational field with 'Document Type'; Filtered 'Document Type' record based on 'Document For' value.
- Expiry Date: The document is automatically marked as expired on the selected date, and an automated email notification is sent to the responsible person.
- Document Attachment: Allows uploading a document file to the record.
- Notification To: The selected value is used as a CC recipient in email notifications.
- Activated By: The value is automatically set based on the user who activates the document.
- Activated On: The value is automatically set to the date and time when the document is activated.
Document Form View
Document Type Form View
Click the Activate button to activate the document.
Once activated, the document becomes active and eligible for expiry tracking and email notifications.
An automatic email notification is sent to the responsible person when the document is activated.
Any document attached to the record is automatically added as an attachment in the email notification.
Clicking the Send button opens the email composer with the document attached.
Documents are automatically moved to the Expiring Soon state based on the Send Notification Before Expiry configuration defined in the document type, calculated from the document’s expiry date, and an email notification is sent automatically to the responsible person.
Above Vendor Agreement document is linked to this Document Type record.
An automatic email notification, including attachments, is sent daily to the responsible person starting from the configured days in Send Notification Before Expiry defined in the document type, calculated from the document’s expiry date and continuing until the document expires.
On the expiry date, the document automatically moves to the Expired state and sends an email notification with the attachment to the responsible person. A Re-Activate button is available to activate the document again.
An automatic email notification with attachments is sent to the responsible person on the document’s expiry date.
An automatic email notification with attachments is sent to the responsible person when the document is re-activated.
Click the Closed button to close the document.
Once a document is closed, automatic Expiry Soon and Expired actions are no longer applied to it.
An automatic email notification with attachments is sent to the responsible person when the document is closed.
State-wise dashboard with bar graph visualization for Activated, Expiring Soon, and Expired documents.
Activated Documents list view opened from the dashboard.
Users can 'filters' and 'group by' documents using the search options.
The Product Owner field is displayed when Document For is set to Product, and email notifications related to that document are sent to the product owner.
Email notification related to the above document.
Click the Cancelled button to cancel the document.
After cancelling a document, the Reset to Draft button is available to move the document back to draft state.
Click the Document Preview button to view the attached document without downloading it.
Image Preview
PDF Preview
DOCX Preview
DOCX preview shows document content only, Layout and formatting may differ from the original file..
Original DOCX.
XLSX Preview
XLSX preview displays only cell values, Layout and formatting may differ from the original file.
Images, charts, pivot tables, macros and advanced Excel elements are not supported in the preview.
Original XLSX
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OMAX INFORMATICS
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