Easy Configuration (Directories and Document Tags)

This feature enables admins and managers to create and manage Directory Tags and Document Tags to enhance document organization and retrieval. Directory Tags categorize folders (e.g., Invoices, Bills), while Document Tags label individual files (e.g., Purchase, Vendor). Both tag types are configured separately under the Configuration menu in the Document module to prevent confusion. Admins can easily add, edit, or delete tags, and use the search bar to locate specific ones. These tags improve categorization, filtering, and quick access to documents and directories, ensuring a more structured and manageable document system for both admins and document managers.

Document Directories Management

This feature allows efficient management of document directories linked to specific Odoo models like CRM, Sales, or Purchase. Admins can create, configure, and assign directories with attributes such as name, model, tags, and access permissions. Users can only manage documents—not directories—and can view them in kanban and list formats. Documents are stored under linked directories and reflect in the Document Management module. A smart button on each directory provides direct access to related documents. Tags and user access ensure clear categorization and control. Changes or attachments made in models like Sales or CRM automatically sync with linked document directories.

Grouping of Directories by Year, Quarter, Month, Week, and Day

This feature allows users to organize and view document directories based on their creation date, improving navigation and document management. Users can group directories by Year, Quarter, Month, Week, or Day using the "Group By: Create Date" filter. For example, directories can appear under 2024, Q1, January, or specific dates, depending on the selected view. This helps track documents over time and simplifies locating folders created during a specific period. When a grouping option is applied, directories are automatically arranged under the corresponding time frame, offering a clear and structured view of all stored directories.

Duplicate Directory Validation

The system prevents the creation of duplicate directories for the same Model to ensure data consistency, avoid confusion, and maintain proper document tracking. When a user tries to create a directory with an existing Model, they receive an error message. New directories are only saved if their Model is unique, ensuring proper document storage and linkage.

Send Attachments via Email

This feature enables users to send documents via email directly from the attachment form. By clicking the "Send by Email" button, a pre-filled email composition window opens. The document name automatically appears as the subject, and the file is auto-attached to the message. Users can manually add recipients or choose from existing document followers. The email body is fully customizable, allowing users to include personalized content. Once composed, clicking "Send" delivers the email with the attached document. This functionality simplifies document sharing, ensuring quick and efficient communication without needing to download and reattach files manually.

Access Rights Management

This feature enables admins to manage user access in the Document module via Odoo’s User Configuration settings. Admins can assign roles by selecting Document Manager or Document Officer. A Document Officer can only view and upload documents within the directories they are assigned to and access only those documents. A Document Manager can create and manage all directories and documents across departments but cannot assign roles. In the Document module, admins control access by assigning these roles, ensuring users only interact with relevant, authorized directories.