| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
CRM (crm)
• Contacts (contacts) • Discuss (mail) • Employees (hr) • Invoicing (account) • Manufacturing (mrp) • Project (project) • Purchase (purchase) • Sales (sale_management) • Calendar (calendar) • Inventory (stock) |
| Lines of code | 9698 |
| Technical Name |
mfx_dms_suite |
| License | OPL-1 |
| Website | https://www.macrofix.com |
| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
CRM (crm)
• Contacts (contacts) • Discuss (mail) • Employees (hr) • Invoicing (account) • Manufacturing (mrp) • Project (project) • Purchase (purchase) • Sales (sale_management) • Calendar (calendar) • Inventory (stock) |
| Lines of code | 9698 |
| Technical Name |
mfx_dms_suite |
| License | OPL-1 |
| Website | https://www.macrofix.com |
MFX DMS Suite
The complete Document Management System built natively inside Odoo — folders, workflows, compliance, storage, API, and more in one module.
One module. Every document management need.
MFX DMS Suite consolidates every document lifecycle feature into a single, native Odoo module — no third-party integrations, no complexity.
Most DMS modules give you file storage. MFX DMS Suite goes further — it delivers a production-ready compliance engine with approval workflows, review cycles, full audit trail, legal hold, retention automation, multi-backend cloud storage, OCR, REST API, and deep integration with every major Odoo business app.
🎯 Built for Professional Services & Regulated Industries
- Full audit trail — IP tracking, field-change history, every action logged with before/after values
- Classification-based access — Public → Internal → Confidential → Restricted → Personal Sensitive
- Legal hold protection — prevents deletion of documents under legal hold, with dedicated manager role
- Retention automation — configure expiry warnings and auto-archive/destroy per policy
- Review cycles — multi-reviewer sign-off with completion tracking and chatter integration
- Industry-specific fields — service line, document year, client name, retention period built in
Everything. Out of the box.
16 enterprise-grade capabilities — all included in the base module at no extra charge
Nested Folder Hierarchy
Unlimited nested folders with per-folder permissions, retention policies, metadata schemas, and storage backend routing.
10-Stage Document Lifecycle
Draft → Uploaded → Validated → Under Review → Approved → Active → Expired → Archived → Deleted → Destroyed. Full stage control.
Classification-Based Security
Six levels: Public, Internal, General, Confidential, Restricted, Personal Sensitive — each controls viewing, downloading, and editing.
Configurable Approval Workflows
Design multi-stage approval chains with approver groups, minimum approvers required, deadlines, and next/reject stage routing.
Document Review Cycles
Assign reviewers, track Approve/Reject/Comment decisions, monitor completion rate, and collaborate via Odoo chatter.
Full Version History
Major/minor versioning with file checksum integrity, pinned versions, size tracking, and complete version diff history.
Compliance Audit Trail
Every action logged — who, when, from which IP, with before/after field values as JSON. Graph and pivot analysis views included.
Retention Policies
Configure retention days, warning periods, and expiry actions (archive or destroy) per policy. Automated daily enforcement.
Multi-Backend Storage
Store in Local filesystem, Amazon S3 (any region or endpoint), or Google Drive. Per-folder routing directs uploads automatically.
Email Ingestion
Auto-create documents from incoming emails. Route by sender, subject, or domain into the right folder with auto-assigned tags.
Full-Text Search & Saved Searches
Index and search document content — PDFs and scanned images via OCR. Save complex queries for team-wide reuse.
Custom Metadata Schemas
Define per-folder metadata fields (text, date, number, selection, relational) — all stored and fully searchable.
REST API & Webhooks
Authenticated REST endpoints for all DMS operations. Webhooks fire on document created, updated, deleted, and state changed.
Portal Access
Customers and vendors can view and download approved documents through the Odoo portal, with classification-aware access control.
OCR & Text Extraction
Automatic OCR queue for PDFs and images. Extracted text indexed for full-text search. Gracefully degrades if libraries not installed.
Encryption at Rest
Optional document-level encryption with Fernet symmetric encryption. Legal hold blocks deletion at the ORM layer — unforgeable.
Live screenshots from Odoo 17
Every image captured directly from a running instance — no mockups
10-Stage Document Lifecycle
Complete end-to-end control from first draft through permanent destruction
Draft
Uploaded
Validated
Under Review
Approved
Active
Expired
Archived
Deleted
Destroyed
Enterprise Security Model
7 security groups · 14 record rules · 6 classification levels
DMS User
Read, create, and write access to documents and review cycles
DMS Manager
Full CRUD on all DMS models including folders, workflows, and settings
DMS Admin
API keys, webhooks, audit logs, storage backends, retention policies
Confidential Access
Required to view and work with Confidential-classified documents
Restricted Access
Required to view and work with Restricted-classified documents
Legal Hold Manager
Can place and remove legal holds; prevents document deletion at ORM level
Local Storage User
Can create and manage local file-system storage backends
Native Odoo Integrations
A DMS smart button with live document count appears automatically on all major Odoo records — zero configuration required
Sales Orders
Purchase Orders
Invoices
CRM Leads
HR Employees
Projects
Manufacturing
Helpdesk Tickets
Sign Requests
Auto-Install Bridge Modules
Two free companion modules auto-activate when their dependencies are detected — no manual installation needed
Helpdesk Integration
Auto-installs when both MFX DMS Suite and Odoo Helpdesk are present on the same database.
- DMS Folder field on every Helpdesk Ticket
- Documents smart button with live count
- Click-through to all linked documents
- Full document lifecycle from within Helpdesk
Sign Integration
Auto-installs when both MFX DMS Suite and Odoo Sign are present on the same database.
- DMS Folder field on every Sign Request
- Documents smart button on Sign Request form
- Complete document audit trail for agreements
- Links executed PDFs to DMS for compliance storage
Built for Professional Services
Industry-specific fields pre-configured for wealth management, legal, and financial services firms
Service Line
Categorise every document by business function:
Document Year & Date
Year selector (2020–2035) plus an exact document date field for precise chronological organisation and filtering.
Retention Period
Pre-defined retention buckets for compliance reporting: Less than 1 year, 2–3 Years, 4–8 Years, and Permanent.
Client Name & Document ID
Auto-generated unique Document ID for every record. Client name field for fast lookup and client-level document grouping.
6 Scheduled Background Jobs
Your DMS runs itself — no manual housekeeping required
| Job | Schedule | Purpose |
|---|---|---|
| Auto-Index Attachments | Every 15 min | Scans new attachments and indexes content for full-text search |
| Process OCR Queue | Every 15 min | Runs OCR on queued PDFs and images, extracts searchable text |
| Check Expiry Warnings | Daily | Identifies documents approaching retention expiry, sends notifications |
| Execute Retention Policies | Daily | Applies archive or destroy actions on expired documents automatically |
| Apply Version Retention | Daily | Cleans up old document versions per configured version retention rules |
| Permanent Deletion Cleanup | Weekly | Permanently purges documents past the grace period in Deleted state |
Technical Specifications
Clean architecture, zero mandatory external dependencies, Odoo standards throughout
| Attribute | Value |
|---|---|
| Odoo Version | 17.0 (Enterprise + Community) |
| Technical Name | mfx_dms_suite |
| Version | 17.0.1.0.0 |
| License | OPL-1 |
| Custom Models | 27 models |
| Views | Form, List, Kanban, Search, Graph, Pivot per model |
| Security Groups | 7 groups + 14 record rules |
| Scheduled Jobs | 6 automated cron jobs |
| Multi-Company | ✓ Full isolation on documents, folders, storage, retention, and webhooks |
| Portal Support | ✓ Classification-aware access for external portal users |
| REST API | ✓ Authenticated REST endpoints + event-driven webhook delivery |
| Graceful Degradation | ✓ All optional libraries handled with try/except — installs and runs without them |
| Optional Python Libraries | pytesseract (OCR) · Pillow · PyPDF2 · cryptography · boto3 (S3) · google-api-python-client (GDrive) |
| Dependencies | base, mail, portal, web, contacts, sale, sale_management, purchase, account, crm, hr, project, mrp |
Up and running in under 5 minutes
No configuration scripts. No server restart required. Install and go.
Install mfx_dms_suite from Odoo Apps
Bridge modules auto-install if Helpdesk / Sign detected
Open the Documents menu
Configure folders & storage backends
Start uploading documents!
📦 Optional Python Libraries (install only what you need)
- The module installs and runs without any additional Python libraries. Features that require libraries degrade gracefully.
- To enable OCR:
pip install pytesseract Pillow PyPDF2 - To enable S3 storage:
pip install boto3 - To enable Google Drive:
pip install google-api-python-client - To enable encryption at rest:
pip install cryptography
Odoo Proprietary License v1.0 This software and associated files (the "Software") may only be used (executed, modified, executed after modifications) if you have purchased a valid license from the authors, typically via Odoo Apps, or if you have received a written agreement from the authors of the Software (see the COPYRIGHT file). You may develop Odoo modules that use the Software as a library (typically by depending on it, importing it and using its resources), but without copying any source code or material from the Software. You may distribute those modules under the license of your choice, provided that this license is compatible with the terms of the Odoo Proprietary License (For example: LGPL, MIT, or proprietary licenses similar to this one). It is forbidden to publish, distribute, sublicense, or sell copies of the Software or modified copies of the Software. The above copyright notice and this permission notice must be included in all copies or substantial portions of the Software. THE SOFTWARE IS PROVIDED "AS IS", WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. IN NO EVENT SHALL THE AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM, DAMAGES OR OTHER LIABILITY, WHETHER IN AN ACTION OF CONTRACT, TORT OR OTHERWISE, ARISING FROM, OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN THE SOFTWARE.
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