| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Employees (hr)
• Discuss (mail) • Contacts (contacts) |
| Community Apps Dependencies | Show |
| Lines of code | 4817 |
| Technical Name |
schoolos_documents_esign |
| License | OPL-1 |
| Website | https://bbtech.ae/ |
| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Employees (hr)
• Discuss (mail) • Contacts (contacts) |
| Community Apps Dependencies | Show |
| Lines of code | 4817 |
| Technical Name |
schoolos_documents_esign |
| License | OPL-1 |
| Website | https://bbtech.ae/ |
This is a dependent SchoolOS application. It runs on top of the main SchoolOS app (the unified data model, roles and portals). Get the complete SchoolOS bundle - every module, every portal, every report - in a single license.
| This app: USD 297.38 Complete Bundle: USD 12,500 View Complete SchoolOS Bundle → |
SchoolOS - Documents & E-Sign
School document vault & e-signature for Odoo 19 - Categories | 16 Document Types | Versioning | Confidentiality | Retention | Expiry Alerts | Approval Lifecycle | E-Sign Envelopes | Access Matrix
SchoolOS Documents & E-Sign is a school-grade document vault and e-signature workflow for Odoo 19. File every policy, contract, licence, certificate and consent form into a hierarchical category tree, with sixteen document types, four confidentiality levels, versioning, retention and a draft-to-archived approval lifecycle. An expiry-monitoring cron flags licences and certificates before they lapse, while e-sign envelopes route documents to signers and store signed copies with an audit trail - all linked to the same student and staff records across SchoolOS.
Who is this for?
- School administrators managing a central document vault
- Compliance and regulatory officers tracking licences
- HR teams holding staff records and contracts
- Registrars filing student records and consent forms
- Principals and boards approving policies and governance docs
- Parents and external parties signing forms electronically
- Odoo consultants extending the SchoolOS suite
Key Benefits
A Single School Document Vault
Every policy, contract, licence and certificate lives in one hierarchical document vault with sixteen document types, confidentiality levels and full search - no more scattered drives and shared folders.
Never Miss an Expiry
Expiry, review and retention dates drive a live status and a daily cron that flags expiring and expired documents before a licence or certificate lapses.
Built-In E-Signature
Route any document to one or more signers in an envelope, track each signer's status and keep the signed copy with its audit trail.
Governed Approval Lifecycle
Documents move draft → under review → approved → active → archived, capturing who reviewed, who approved and when.
Feature Highlights
Hierarchical Categories
Organise the document vault into a parent/child category tree with codes, custodians and live document and expiring counts.
16 Document Types
Classify records as policy, circular, contract, certificate, licence, report, form, consent, MoU, financial, HR, student record, compliance, governance, insurance or other.
Confidentiality Levels
Tag every document public, internal, confidential or restricted, with category defaults applied automatically on creation.
Regulatory Tagging
Link documents to the relevant regulatory body so compliance and authority records are easy to find and filter.
Versioning & Supersede
Track version, revision number and a "supersedes" link, with a latest-version flag so the current copy is always clear.
Expiry & Retention Monitor
Issue, effective, expiry, review and retain-until dates compute days-to-expiry and a valid / expiring / expired state, refreshed by a daily cron.
Approval Lifecycle
Submit, review, approve, activate and archive documents, recording reviewer, approver and approval date at each step.
E-Sign Envelopes
Wrap a document in an e-sign envelope that moves draft → sent → partially signed → signed, declined or expired.
Signers & Status
Add signers with name, email, phone and role, and track each one's pending / signed / declined status, time and IP.
Signed-Copy & Audit Trail
Store the final signed PDF against the envelope with its completion time and a full audit-trail record.
Access Matrix
Define per-category, per-role read, write, delete and sign permissions so sensitive documents stay restricted.
Linked to Student & Staff
Attach documents to a student, employee, department, school, branch or external party for context across SchoolOS.
End-to-End Workflow
1 | Set up the category tree with custodians, default confidentiality and retention years |
2 | Upload a document, pick its type, confidentiality, regulatory body and expiry / retention dates |
3 | Submit for review, approve and activate, recording reviewer and approver |
4 | Create an e-sign envelope, add signers and send it out for signature |
5 | Mark the envelope signed; the signed copy and audit trail are stored on the document |
6 | The expiry cron flags expiring documents; version, supersede or archive as needed |
Screenshots
Role-Based Experience
Document Custodian
Owns a category, files documents, sets confidentiality, retention and review dates.
Reviewer / Approver
Moves documents through review and approval, recorded with name and date.
Signer
A parent, staff member or external party who receives an envelope and signs.
Compliance Officer
Monitors expiring licences and certificates and enforces the access matrix.
Reports & Dashboards
- Document vault list and kanban grouped by category, type and state
- Expiry dashboard filtering valid, expiring-soon and expired documents
- Category tree with per-category document and expiring counts
- Confidentiality and regulatory-body filters across the vault
- E-sign envelope register with signer status and completion
- Access matrix listing per-category, per-role permissions
- XLSX exports across every document and envelope list view
Integrates with SchoolOS
This application is part of the SchoolOS suite and requires the main SchoolOS application (the unified data model, roles and portals). SchoolOS - Documents & E-Sign plugs into the same student / staff / academic records and the Student / Teacher / Parent / Manager portals, so every action updates one source of truth and role-based access is enforced consistently. Get the complete suite here:
Technical Quality
- Role-based and record-rule access control
- Multi-school and multi-curriculum ready
- Portal-ready (Student, Teacher, Parent, Manager)
- Dashboard-ready with KPI tiles
- Report-ready (PDF + XLSX)
- Clean, extendable Odoo 19 architecture
- Runs on Odoo Community and Enterprise
- Deploy on Odoo.sh or on-premises
Customisation, Implementation & Mobile Apps
Customisation & Implementation: Binary Bridge Technology Services provides full customisation, configuration, data migration, training and on-the-ground implementation for SchoolOS. To scope your rollout, contact us at odoo@bbtech.ae or WhatsApp +971 56 128 6321.
Native iOS & Android mobile apps for all SchoolOS portals are available as a separate add-on (not included in the suite license). See the main SchoolOS listing for mobile-app pricing and options.
Built for GCC & international schools
SchoolOS is a unified school-management platform for the Gulf and international K-12 market - multi-curriculum (CBSE | IB | British | American | MOE | Cambridge), multi-school and multi-currency, with Arabic / RTL interfaces and an optional Hijri calendar. It runs entirely on Odoo 19 Community or Enterprise, on Odoo.sh or on-premises, with full Odoo accounting built in. Built and tested for GCC schools - and fully usable by any school worldwide.
Why SchoolOS vs the alternatives
How an integrated, GCC-ready Odoo suite compares with a generic SIS or a stack of spreadsheets and point tools.
| Capability | SchoolOS | Generic SIS | Spreadsheets / point tools |
|---|---|---|---|
| Single unified student / staff record across every module | ✓ | - | - |
| Multi-school & multi-company scoping with record rules | ✓ | partial | - |
| Role-based Student / Parent / Teacher / Admin portals | ✓ | partial | - |
| Fees & accounting that post to Odoo | ✓ | - | - |
| Arabic / RTL interface + Hijri calendar option | ✓ | - | - |
| Runs on Odoo 19 Community & Enterprise | ✓ | partial | n/a |
| Multi-curriculum (CBSE / IB / British / American / MOE) | ✓ | partial | - |
| One vendor, one stack, audited ISO processes | ✓ | - | - |
Frequently asked questions
About Binary Bridge
Binary Bridge Technology Services is an Odoo implementation and product partner based in the United Arab Emirates. We have delivered solutions across 36+ industries, implemented for 256+ clients, and bring 10+ years of Odoo ERP implementation and development experience. Every engagement follows audited quality and data-security processes.
Ready to bring your school online?
Talk to Binary Bridge for implementation, customisation and on-the-ground rollout support - or get the Complete SchoolOS Bundle now.
Also included in this app
More capabilities that ship in this module - all part of the one SchoolOS licence.
- Categories push default confidentiality and signature requirements onto every new document automatically
- Physical-copy tracking - source (uploaded / scanned / received), physical location and file number alongside the digital file
- Envelope smart button and count on each document
This app is sold only as part of the complete SchoolOS bundle
Every SchoolOS module is built on the shared SchoolOS core and works together as one system - installed on its own, a single app has limited use. To get the full, integrated value, purchase the complete SchoolOS suite (one unified licence, USD 12,500) rather than this module alone.
Get the Complete SchoolOS Suite →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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