Quick facts
- Price
- $299.00 USD
- Odoo versions
- 17, 18, 19
- Setup time
- 20160 min
- License
- One-time perpetual
- Languages
- 11 languages
One-time Purchase
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.
$299.00USD
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Key Features
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
OCR text extraction (Tesseract-based) on PDFs and images, indexed for full-text search across file contents, not just filenames
Search that spans filename, tags, folder path, author, and OCR body text, with Odoo's standard filter/group-by and saved favorite searches
Customer & vendor portal file sharing built on Odoo's native portal controllers + QWeb templates — external users see only folders shared with them, with granular view/download/upload permission
Drag-and-drop multi-file upload from the web client, with client-side chunking for large files and automatic MIME/type detection
Email-to-folder ingestion: dedicated mail aliases (e.g. [email protected]) route attachments straight into the target folder via Odoo's mail gateway
Smart tagging with a controlled tag taxonomy plus optional automated actions that auto-tag or auto-file documents based on source, partner, or filename pattern
Deep record linking — attach and browse documents directly from any Contact, Sales Order, Purchase Order, Project, or custom model, so files live where the work happens
Storage-aware architecture using ir.attachment so files honor your existing filestore, database storage, or S3 attachment backend without duplication
QWeb PDF reports for audit trails: who accessed, edited, or downloaded a file and when, exportable for compliance reviews
Automated retention & archiving via scheduled actions (ir.cron) that flag or archive documents past their retention date
XML-RPC / JSON-RPC exposure so external systems can push, pull, or query documents programmatically against the same models
Activity & chatter on every document — assign review tasks, log notes, and @-mention colleagues using Odoo's standard mail.thread
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.
Why Choose Document Management System (DMS) & File Portal for Odoo
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
OCR text extraction (Tesseract-based) on PDFs and images, indexed for full-text search across file contents, not just filenames
Search that spans filename, tags, folder path, author, and OCR body text, with Odoo's standard filter/group-by and saved favorite searches
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 2–4 weeks — 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.
Installation overview
Download from ECOSIRE
Buy the license on ecosire.com and download the Document Management System (DMS) & File Portal for Odoo module ZIP from your account dashboard.
Upload to Odoo
Extract the ZIP into your Odoo custom addons folder on the server (or upload via Apps > Install from file on Odoo.sh / runbot).
Install the module
Activate Developer Mode, open Apps, click Update Apps List, search for Document Management System (DMS) & File Portal for Odoo, and press Install.
Configure settings
Open the new menu, paste your ECOSIRE license key, connect any external credentials (Shopify, Amazon, Stripe, etc.), and save.
Verify & go live
Run the built-in connection test, sync your first 10 records, and schedule the recurring cron. Contact support if anything fails.
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 | |
| 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 | ||
| OCR full-text search inside documents | Tesseract OCR extraction indexed for content search across all files | Requires integrating and indexing an OCR pipeline yourself | ||
| Customer & vendor portal file sharing | Native Odoo portal, permission-scoped per external user, branded | You build portal controllers and QWeb templates yourself | ||
| Runs on Odoo Community without Enterprise subscription | ||||
| Email-to-folder ingestion + automated auto-filing | Mail aliases and automated actions configured to your workflow | Requires custom mail-gateway and automation work | ||
| Tailored to your taxonomy, retention & integrations | Scoped and built to your exact process during the engagement | |||
| Support window, training & documentation included | Admin/user docs, live training, and a post-go-live support window | |||
| You own and can extend the source code | Full module source handed over, extend with any Odoo developer |
Frequently Asked Questions about Document Management System (DMS) & File Portal for Odoo
+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 2–4 weeks 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.
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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.
- 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