Document Management System (DMS) & File Portal for Odoo

Name: Document Management System (DMS) & File Portal for Odoo
Brand: ECOSIRE
SKU: dms-file-portal

الميزات الرئيسية

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

مبني حسب الطلب، ننجزه بالكامل لك

لا إعداد يدوي — تطبيق جاهز يبنيه ويثبّته ويدعمه ECOSIRE.

تطلب

ابدأ بسعر بناء لمرة واحدة. نحدّد النطاق معك عند الانطلاق.

نبني ونثبّت

يقوم ECOSIRE ببنائه وتهيئته وتثبيته على Odoo الخاص بك.

الإطلاق + الدعم

تنطلق خلال 2–4 أسابيع تقريبًا، مع فترة دعم بعد الإطلاق.

عن هذا المنتج

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 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.

ما تحصل عليه

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

لمن هذا

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.

كيف يقارن Document Management System (DMS) & File Portal for Odoo.

المعيار	ECOSIRE	بناء مخصص	منافس
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	دعم جزئي
OCR full-text search inside documents	Tesseract OCR extraction indexed for content search across all files	Requires integrating and indexing an OCR pipeline yourself	دعم جزئي
Customer & vendor portal file sharing	Native Odoo portal, permission-scoped per external user, branded	You build portal controllers and QWeb templates yourself	دعم جزئي
Runs on Odoo Community without Enterprise subscription	متضمنة	متضمنة	دعم جزئي
Email-to-folder ingestion + automated auto-filing	Mail aliases and automated actions configured to your workflow	Requires custom mail-gateway and automation work	دعم جزئي
Tailored to your taxonomy, retention & integrations	Scoped and built to your exact process during the engagement	متضمنة	غير متضمنة
Support window, training & documentation included	Admin/user docs, live training, and a post-go-live support window	غير متضمنة	دعم جزئي
You own and can extend the source code	Full module source handed over, extend with any Odoo developer	متضمنة	دعم جزئي

الأسئلة المتداولة حول 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.