Odoo Document Management: Complete DMS & Workflow Guide
Odoo Document Management (DMS) centralizes file storage, organization, and sharing with automated filing rules that route documents from emails, scanners, and other Odoo modules into the correct folders without manual intervention. The system supports versioning, access control lists, and full-text search across document contents so teams can find any file instantly. Workflow actions let users process documents directly from the DMS interface, such as creating vendor bills from scanned invoices, generating employee records from signed contracts, or attaching technical drawings to manufacturing orders. Integration with Odoo Sign enables fully digital document signing and approval workflows without leaving the platform.
Key Features
Everything included in the Odoo Document Management: Complete DMS & Workflow Guide module.
Centralized File Repository
Store all company documents in a structured folder hierarchy with drag-and-drop upload, bulk import, and automatic organization based on document tags and metadata.
Automated Filing Rules
Define rules that automatically file incoming documents based on source, type, or content, routing scanned invoices to accounting and contracts to HR without manual sorting.
Full-Text Search
Search across file names, tags, and document contents including PDFs and images with OCR processing, finding any document in seconds regardless of folder location.
Access Control & Sharing
Set folder and document-level permissions by user, group, or role. Share files via secure links with expiration dates and download tracking.
Workflow Actions
Process documents with one-click actions like creating a vendor bill from a scanned invoice, generating a task from a specification document, or requesting an approval signature.
Version Control
Track document revisions with automatic versioning. View version history, compare changes, and restore previous versions when needed.
eSign Integration
Send documents for electronic signature directly from the DMS, track signing status, and automatically file the completed signed document back into the repository.
Who It's For
Companies transitioning from shared drives or paper-based document storage
Finance teams processing high volumes of vendor invoices and receipts
HR departments managing employee contracts, certifications, and onboarding documents
Legal and compliance teams requiring version control and audit trails
Any organization needing centralized document storage with automated workflows
How It Works
Documents enter the system through drag-and-drop upload, email attachment extraction, scanner integration, or automatic creation from other Odoo modules. Filing rules tag and categorize documents automatically. Users browse, search, and process documents from the DMS interface, applying workflow actions that connect to accounting, HR, or project modules. Access controls ensure only authorized users can view or edit sensitive files.
Integrates With
Pricing
Odoo Documents is included in the Standard plan at $31.10 per user per month. OCR processing, advanced workflow actions, and Odoo Sign integration are available on the Custom plan at $46.80 per user per month.
Frequently Asked Questions
Can Odoo Documents replace Google Drive or SharePoint?
Odoo Documents provides centralized file storage, sharing, and collaboration similar to Google Drive or SharePoint, with the added benefit of ERP-native workflows. Documents can trigger business actions like creating invoices or tasks, which standalone file storage tools cannot do.
How does OCR processing work?
When you upload a scanned document or PDF, Odoo uses optical character recognition to extract text content, making it searchable. For invoices, OCR can automatically extract vendor name, amount, and date to pre-fill a vendor bill, significantly reducing data entry time.
Can I control who accesses specific documents?
Yes. Odoo Documents supports folder-level and document-level access controls. You can restrict read, write, and delete permissions by user, group, or role, ensuring sensitive files like contracts and financial records are only accessible to authorized personnel.
Does Odoo Documents support electronic signatures?
Through integration with Odoo Sign, you can send any document for electronic signature directly from the DMS. Signers receive an email with a secure signing link, and the completed document is automatically filed back into the repository with an audit trail.
How are documents organized?
Documents are organized using a combination of workspaces, folders, and tags. Automated filing rules can categorize incoming documents based on their source or content. Full-text search lets you find documents across all folders regardless of where they are stored.
Need Help with Odoo Document Management: Complete DMS & Workflow Guide?
ECOSIRE provides expert Odoo implementation, customization, and training. Get started with a free consultation.