Illustrative previewOdoo document hub with folder ACLs, version control, OCR search & portal file sharing
— a Community alternative to Enterprise Documents.
What is Document Management System (DMS) & File Portal for Odoo?
Odoo document hub with folder ACLs, version control, OCR search & portal file sharing — a Community alternative to Enterprise Documents. Built to order by ECOSIRE for Odoo 17, 18, 19 — indicative price from $999.00 USD; request a quote for a scoped proposal.
Key Features
Built to order, done for you
No DIY setup — a working app, built, installed and supported by ECOSIRE.
- 1
You order
Start with a one-time build price. We scope it with you at kickoff.
- 2
We build & install
ECOSIRE builds, configures and installs it on your Odoo.
- 3
Go live + support
You go live in about one working week, with two weeks of go-live support. Defects in the code we deliver are fixed free of charge.
Technical Specifications
- Odoo Compatibility
- Odoo 17, Odoo 18, Odoo 19
- Editions
- Enterprise & Community
- License
- Licence confirmation required
- Python Requirement
- Python 3.10+
- Database
- PostgreSQL 12+
About this Product
Your documents are scattered — contracts in email, drawings on someone's desktop, signed POs in a shared drive nobody trusts. Odoo Enterprise "Documents" solves part of this but costs an Enterprise subscription per user and still doesn't give you true version locking or a clean customer/vendor file portal. This is a build-to-order Document Management System that ECOSIRE designs, codes, and installs directly inside your Odoo — a purpose-built Community-compatible alternative that lives natively alongside Sales, Purchase, Projects, and Contacts.
This is not an existing apps.odoo.com download you install yourself. After purchase, our Odoo engineers scope your folder taxonomy, security model, and portal requirements, then build a tailored module — typically delivered in one working week — and install it on your Community or Enterprise instance (Odoo 17, 18, or 19).
Under the hood it's real Odoo, not a bolted-on iframe. Documents and folders are proper models.Model records (dms.folder, dms.file, dms.version) with @api.depends computed fields for storage size, version count, and lock status. Access is enforced two ways: coarse group access via ir.model.access.csv, and fine-grained per-folder visibility via ir.rule record rules — so a vendor sees only their folder, and Finance never sees HR contracts. Files store as ir.attachment (respecting your existing filestore or S3 backend), version history is immutable, and OCR text is indexed for full-text search. The customer/vendor portal reuses Odoo's native portal framework (QWeb templates + controllers) so external users log in to the same clean portal they already use for invoices.
Because we build it to your process, you decide the folder hierarchy, the naming rules, the retention policy, the email-ingestion aliases, and which record types auto-file (e.g., attach a signed quotation PDF straight into the customer's folder). You own the source code and can extend it with your own team or ours.
Delivered with training, admin documentation, and a support window — so your team actually adopts it instead of drifting back to the shared drive.
What you get
- Complete, tailored Odoo module source code (models, views, security, controllers, QWeb templates) with a clean __manifest__.py declaring dependencies and version pinned to your Odoo release
- Installation and configuration on your Odoo 17, 18, or 19 instance (Community or Enterprise), including filestore/S3 wiring and mail-alias setup
- Your custom folder taxonomy, tag catalog, and access-control matrix configured to your org chart and department boundaries
- Configured customer/vendor portal — branded, permission-scoped, and tested with a real external test account
- ir.model.access.csv + ir.rule security model documented so you know exactly who can see and do what
- Admin & end-user documentation (PDF) plus a folder-structure and permissions reference specific to your build
- Live training session(s) for admins and key users, recorded for future onboarding
- Post-go-live support window for bug fixes, adjustments, and questions (duration per package tier), plus a paid maintenance/extension option thereafter
Who this is for
Operations / Office Manager tired of the shared drive
Runs a small-to-mid company where contracts, POs, and signed docs live in a chaotic network folder or Google Drive with no version control and no audit trail. Wants one governed hub inside the ERP the team already uses, so nothing gets lost or overwritten.
Odoo Community admin who won't pay for Enterprise Documents
Runs Odoo Community and needs real document management — folders, ACLs, versioning, OCR search — without upgrading every user to an Enterprise subscription just to get the Documents app. Wants a Community-native module they own outright.
Compliance / Quality lead needing an audit trail
Operates in a regulated or ISO-audited environment and must prove who accessed, changed, or approved each document. Needs immutable version history, retention policies, and exportable access reports tied to the ERP records they already track.
Client-facing project or account manager
Shares deliverables, drawings, and reports with external customers and vendors, and is tired of email attachments and expiring links. Wants clients and suppliers to self-serve files through a secure portal scoped to only their own folders.
How Document Management System (DMS) & File Portal for Odoo Compares
| Criterion | ECOSIRE | Custom Build | Competitor | Odoo Native |
|---|---|---|---|---|
| Folder hierarchy with per-folder access rules | Unlimited nesting with ir.rule record rules per folder, built to your org chart | Possible but you design and test the security model yourself | Often flat or fixed structure; ACLs vary by app quality | Not included |
| File version history + check-in/check-out locking | Immutable dms.version records plus explicit lock/unlock with holder tracking | Must be built and tested from scratch | Partial support | Not included |
| OCR full-text search inside documents | Tesseract OCR extraction indexed for content search across all files | Requires integrating and indexing an OCR pipeline yourself | Partial support | Not included |
| Customer & vendor portal file sharing | Native Odoo portal, permission-scoped per external user, branded | You build portal controllers and QWeb templates yourself | Partial support | Not included |
| Runs on Odoo Community without Enterprise subscription | Included | Included | Partial support | Not included |
| Email-to-folder ingestion + automated auto-filing | Mail aliases and automated actions configured to your workflow | Requires custom mail-gateway and automation work | Partial support | Not included |
| Tailored to your taxonomy, retention & integrations | Scoped and built to your exact process during the engagement | Included | Not included | Not included |
| Support window, training & documentation included | Admin/user docs, live training, and a post-go-live support window | Not included | Partial support | Not included |
| You own and can extend the source code | Full module source handed over, extend with any Odoo developer | Included | Partial support | Not included |
Frequently Asked Questions about Document Management System (DMS) & File Portal
Is this an instant download from the Odoo App Store?
No. This is a build-to-order module. After purchase, our Odoo engineers scope your folder structure, security model, and portal needs, then build a module tailored to your instance and install it for you. It is not a pre-packaged apps.odoo.com download, and there is no instant-download link.
How long does delivery take, and what's the lead time?
Typical delivery is one working week from the kickoff/scoping call. Timeline depends on the complexity of your folder taxonomy, how many external portal roles you need, and any deep integrations (e.g., auto-filing signed sales orders). We confirm a firm timeline after the scoping call, and simple builds can land at the fast end of that range.
What support and updates are included after go-live?
Every build includes a post-launch support window (length varies by package) covering bug fixes, permission adjustments, and questions. After that window you can move to a paid maintenance plan for ongoing updates, Odoo version upgrades, and new features. Because you own the source code, you can also maintain or extend it with your own developers.
Does it work on Odoo Community, or do I need Enterprise?
It works on both. The module is designed as a Community-compatible alternative to Enterprise Documents — you get folders, ACLs, version control, OCR search, and portal sharing without an Enterprise subscription. We support Odoo 17, 18, and 19 on Community or Enterprise, and pin the __manifest__.py to your exact version.
How is access control actually enforced?
Two layers. Coarse group-level rights come from ir.model.access.csv (who can read/write/create/delete document records at all), and fine-grained per-folder visibility comes from ir.rule record rules — so a vendor sees only their own folder and Finance never sees HR contracts. We document the full matrix so you know exactly who can see and do what.
Can it handle OCR search and large files?
Yes. Uploaded PDFs and images are run through OCR (Tesseract-based) and the extracted text is indexed, so you can search inside document contents, not just filenames. Files are stored as ir.attachment, so they respect your existing filestore, database, or S3 backend, and large uploads are chunked from the browser.
Can external systems push or pull documents automatically?
Yes. Because everything is built on standard Odoo models, you can create, read, and query documents over XML-RPC or JSON-RPC. We can also wire email-to-folder ingestion and automated actions so incoming attachments and specific record events file themselves without manual work.
Related Modules
Delivery Driver / Rider Mobile App for Odoo
Build-to-order Odoo driver app: order assignment, route nav, signature/photo POD, COD collection, and live status sync back to Odoo.
Document Management System (DMS) & File Portal
Odoo document hub with folder ACLs, version control, OCR search & portal file sharing — a Community alternative to Enterprise Documents.
- Folder / workspace hierarchy modeled as dms.folder records with unlimited nesting, each folder carrying its own owner, tags, and retention policy
- Per-folder access control combining ir.model.access.csv group rights with ir.rule record rules — read/write/create/unlink granted at the folder level, inherited by child folders
- Full version history: every save creates an immutable dms.version record with author, timestamp, size, and change note; roll back to any prior revision in one click
- Check-in / check-out locking so two users can't clobber each other's edits — a locked file shows the holder and lock time; @api.depends compute exposes lock state in the list and kanban views