The HR Document Management module provides a centralized solution for managing all company, employee, and partner-related documents in Odoo. It offers powerful features for document tracking, expiry notification, and seamless organization. Never miss an important document renewal again!

Key Benefits

• Comprehensive visibility of all document statuses in one place
• Automatic email notifications for document expiry
• Streamlined document access from employee and partner records
• Reduced risk of compliance issues and penalties
• Simplified document renewal workflows

Target Users

This module is ideal for HR managers, compliance officers, and business owners who need to maintain:
- Employee identification documents
- Work permits and visas
- Company licenses and certifications
- Partner documentation and contracts
- Insurance and registration documents

Document Organization

• Multi-Entity Support: Manage documents for company, employees, and partners
• Document Types: Pre-configured document types with custom field support
• Kanban and List Views: Intuitive interfaces for document management
• My Documents Section: Quick access to employee's own documents
• Smart Search: Find documents by various criteria including expiry timeframes

Document Tracking

• Expiry Monitoring: Track document validity periods with clear visual indicators
• Document History: Full audit trail with document versioning through chatter
• Attachment Support: Store digital copies of documents securely
• Document Restrictions: Prevent duplicate sensitive documents
• Activity Tracking: Schedule and track document-related activities

Notification System

• Flexible Notifications: Configure when notifications should be sent
• Multiple Notification Options: Choose from various notification triggers:
• On exact expiry date
• Before a specified number of days
• Before expiry and on expiry date
• Continuously from warning period until expiry
• Email Integration: Automatic email alerts to document owners and subscribers
• Custom Recipients: Configure who receives expiry notifications

Integration Features

• Employee Profile Integration: Access documents directly from employee records
• Partner Profile Integration: View partner documents from partner forms
• Document Counters: See document counts directly on employee and partner records
• Seamless Navigation: One-click access to related documents

Document Types

1. Navigate to Documents → Configuration → Document Type
   
   
2. Create and customize document types according to your needs
3. Enable Restrict Duplicate to prevent multiple documents of the same type (ideal for passports, ID cards)

Notification Setup

1. Add users to the Notify Document Expiry group to include them in notifications
2. When creating documents, select the appropriate notification type:
   - Notification on expiry: Only notify on the expiry date
   - Notification before few days: Notify only before the specified days
   - Notification before few days and on expiry: Notify both before and on expiry
   - Notification before few days until expiry: Continuous notification during the warning period

User Access Rights

• Regular employees can view only their own documents
• HR users can manage documents for all entities
• HR managers can configure document types and system settings

Creating Company Documents

1. Go to Documents → Documents → Company
2. Click Create to add a new company document
3. Fill in the document details:
   - Name
   - Document Number
   - Document Type
   - Issue Date
   - Expiry Date
   - Notification Type
   - Description
4. Configure notification preferences
5. Add digital copy as attachment if available
6. Save the document

Managing Employee Documents

1. Navigate to Documents → Documents → Employee
2. Create and manage employee documents

3. Alternatively, access from employee profile via the Documents button

Creating Partners Documents

1. Go to Documents → Documents → Partners
2. Click Create to add a new Partner document
3. Fill in the document details:
   - Name
   - Document Number
   - Document Type
   - Issue Date
   - Expiry Date
   - Notification Type
   - Description
4. Configure notification preferences
5. Add digital copy as attachment if available
6. Save the document

Personal Document Access

1. Employees can access their own documents through Documents → My Documents
2. View document status and upcoming renewals
3. Receive notifications about their document expirations

Document Search and Filtering

1. Use the search function to find documents by:
   - Document type
   - Employee/Partner
   - Expiry status (expired or expiring soon)
2. Apply filters to view documents expiring within 30 days
3. Group documents by type, employee, or partner for better organization

The module extends Odoo's functionality through:

New models for document and document type management
Extended employee and partner models with document relationships
Automated cron job for expiry notifications
Email template for standardized notifications
Custom security groups for notification recipients
features

• Compliance Assurance: Never miss critical document renewals
• Reduced Administrative Burden: Centralized document management saves time
• Enhanced Visibility: Clear overview of document status across the organization
• Proactive Management: Address expirations before they become problems
• Streamlined Workflows: Reduced paperwork and manual tracking
• Audit Readiness: Always have documentation organized and accessible
• Risk Mitigation: Avoid penalties from expired licenses, permits, or certifications

For issues, feature requests, or questions, please contact:

• Email: codeforme@bytesraw.com