Document Management System (DMS) with Access Rights

Name: Document Management System (DMS) with Access Rights
Brand: ECOSIRE
SKU: document-management-system

Temel Özellikler

Hierarchical folder tree with unlimited nesting, modelled as a parent/child Odoo ORM model with a computed full-path field

Orthogonal many-to-many tag taxonomy so one document surfaces under multiple classifications independent of its folder

Granular per-folder access rights mapped to Odoo security groups, enforced via ir.model.access.csv plus record rules at the ORM domain layer

Read / write / create / delete permission tiers per folder and per group, with inheritance from parent folders and explicit overrides

Document version control: every upload creates an immutable version record with author, timestamp and change note

Check-out / check-in locking that prevents concurrent-edit overwrites and shows who currently holds a file

One-click rollback and side-by-side version history with preview and download of any prior revision

Full-text search across extracted content of PDFs, Office and text files, backed by Postgres indexing

Optional OCR pipeline that makes scanned images and image-only PDFs searchable by their recognised text

Bulk upload and OWL-based drag-and-drop multi-file uploader with per-file folder and tag assignment

Advanced filtering by folder, tag, owner, file type, size, date range and version state via standard Odoo search views

Per-document chatter (mail thread), followers and activity scheduling for review/approval reminders

QWeb PDF reports for folder manifests, access-rights matrices and full audit-trail summaries

Automated actions (server actions) for retention rules, expiry alerts and status-change notifications on a schedule

Complete audit logging of views, downloads, edits and permission changes for compliance evidence

XML-RPC / JSON-RPC endpoints so external systems can push, fetch and search documents programmatically

Siparişe özel, sizin için baştan sona

Kendiniz kurmanıza gerek yok — ECOSIRE tarafından geliştirilen, kurulan ve desteklenen çalışır bir uygulama.

Sipariş verirsiniz

Tek seferlik geliştirme fiyatıyla başlayın. Kapsamı başlangıçta sizinle birlikte belirleriz.

Geliştirir ve kurarız

ECOSIRE, Odoo ortamınızda geliştirir, yapılandırır ve kurar.

Yayına alma + destek

Yaklaşık 2–4 haftada yayına alırsınız; lansman sonrası bir destek süresi de dahildir.

Bu Ürün Hakkında

Give your compliance-conscious team a controlled, auditable document repository living natively inside Odoo — no third-party portal, no data leaving your database. This is a build-to-order module: ECOSIRE designs, develops, installs and supports it for your instance on Odoo 17, 18 or 19 (Community or Enterprise). It is not an off-the-shelf apps.odoo.com download — expect a typical 2–4 week lead time while we tailor the folder taxonomy, access-rights matrix and search behaviour to how your organisation actually works.

At its core the DMS ships as a proper Odoo module: a versioned __manifest__.py, ORM models (models.Model) for folders, documents and versions with computed fields (@api.depends) for storage size, current-version pointers and full paths. Access control is enforced the Odoo-native way — ir.model.access.csv for CRUD baselines plus record rules that scope every document to the folders a user's security groups are allowed to see, so a user in "HR Confidential" never even queries a "Finance" document. Nothing is hidden by UI trickery; the domain is applied at the ORM layer.

Documents are organised in a hierarchical folder tree with an orthogonal tag system, so a single contract can live in /Legal/Signed/2026 and still surface under the tags #nda and #vendor-acme. Every upload creates an immutable version record; check-out locks a file to one editor to prevent overwrite conflicts, and check-in stores the new revision while preserving the full history — you can preview, download or roll back to any prior version. Full-text search indexes the extracted text of PDFs, Office files and images; where you enable the optional OCR pipeline, scanned documents become searchable too, so "find every invoice mentioning purchase order 4471" returns hits inside the file content, not just the filename.

Because it is a first-class Odoo app, the DMS reuses the mail thread (chatter) for per-document discussion and follower notifications, exposes documents over XML-RPC / JSON-RPC for integration with your other systems, renders audit summaries and folder manifests as QWeb reports (PDF), and can drive retention or notification logic through automated actions (server actions on time/state triggers). Views are delivered in standard XML with OWL components for the drag-and-drop uploader and tree navigator, so the experience feels like part of Odoo rather than a bolted-on plugin. On Enterprise instances we can extend the standard Documents app patterns; on Community we deliver a complete, self-contained DMS with no Enterprise dependency.

ECOSIRE hands over clean, commented, upgrade-safe source code, a documented access-rights matrix, admin and end-user training, and a post-go-live support window. You own the code and the data, in your own database.

Ne elde edeceksin

Complete, commented Odoo module source code (models, views, security, reports) targeting your chosen version 17, 18 or 19, delivered as a git repository you own

A documented access-rights matrix mapping your security groups to folder permissions, with the ir.model.access.csv and record rules that implement it

Installed and configured module on your Odoo instance (staging first, then production), including your initial folder taxonomy and tag set

Data migration or bulk import of an agreed initial document set, with folder placement and tagging

Optional OCR search pipeline configured and validated against a sample of your real scanned documents

Admin guide plus a live handover training session for administrators, and a short end-user walkthrough

QWeb report templates for the audit trail and access-rights matrix, ready to run from the DMS menus

A post-go-live support and bug-fix window (scope agreed in the SOW) covering defects and configuration questions

Bu kimin için

Compliance & Quality Manager

Needs a controlled, auditable repository where document access is provably restricted by role and every view, edit and version is logged as evidence for ISO, GDPR or internal audit. Values record-rule enforcement over UI-only hiding.

Operations / Document Controller

Manages large volumes of contracts, drawings, SOPs and certificates. Wants bulk drag-and-drop upload, version control with check-in/check-out to avoid overwrites, and fast full-text search to retrieve the right revision instantly.

IT / Odoo Administrator

Owns the Odoo instance and wants the DMS living inside the existing database — not a separate portal. Cares about upgrade-safe module code, native security groups, and XML-RPC/JSON-RPC endpoints to integrate with other internal systems.

Department Head (HR, Legal, Finance)

Requires that their team's confidential documents are visible only to their group, with clear per-folder permissions they can reason about, plus chatter-based discussion and review reminders on sensitive files.

Document Management System (DMS) with Access Rights Nasıl Karşılaştırılır

Kriter	ECOSIRE	Özel Yapı	Rakip
Per-folder access rights enforced by record rules (not UI hiding)	Purpose-built matrix mapped to your security groups	Possible but you design and test it yourself	Often coarse or global-group only; varies by module
Version control with check-in / check-out locking	Full immutable history, locking and one-click rollback	Build and maintain the versioning model yourself	Sometimes present, quality and rollback vary
Full-text + OCR search across document content	Content indexing plus optional OCR pipeline, validated on your files	Significant effort to build and tune	Full-text sometimes; OCR rarely included
Tailored to your taxonomy and workflows	Folder tree, tags and rules built to your requirements	Fully tailored, but at your team's cost and risk	Generic; you adapt your process to the module
Delivery model	Build-to-order, 2–4 weeks, installed on staging then prod	Whatever your internal roadmap allows	Instant download, then self-configure
Code ownership and data location	You own the git repo; data stays in your database	You own it; you also carry all maintenance	Vendor-licensed code; upgrade at vendor's pace
Audit trail and QWeb compliance reports	View/download/edit logging + PDF audit and access-matrix reports	Must be designed and built from scratch	Logging varies; dedicated reports uncommon
Support and accountability	Named ECOSIRE support window with bug-fix SLA in SOW	Internal team only; no external backstop	Marketplace ticket queue; response varies

Document Management System (DMS) with Access Rights hakkında Sıkça Sorulan Sorular

Is this an instant download from the Odoo App Store?

No. This is a build-to-order module. ECOSIRE designs, develops, installs and supports it specifically for your Odoo instance and your document workflows. You are not buying an off-the-shelf apps.odoo.com download — you are commissioning a tailored DMS that we deliver as source code you own.

How long does delivery take, and what does the process look like?

Typical lead time is 2–4 weeks depending on scope — for example the size of your folder taxonomy, whether OCR search is required, and any initial data migration. We start with a short requirements workshop to lock the access-rights matrix, build and demo on a staging instance, then install to production after your sign-off. Complex integrations may extend the timeline, which we confirm in the SOW before work begins.

How are updates, upgrades and support handled after go-live?

Every engagement includes a post-go-live support and bug-fix window (its length is agreed in your SOW). Within it we fix defects and answer configuration questions. Because we write upgrade-safe module code and hand you the git repository, the module can be moved forward to future Odoo versions; version upgrades and new feature work beyond the support window are quoted separately as a maintenance retainer or change request.

Does it work on Odoo Community, or do I need Enterprise?

Both. On Community we deliver a complete, self-contained DMS with no Enterprise dependency. On Enterprise we can additionally build on the standard Documents app patterns if you prefer. We support Odoo 17, 18 and 19 — tell us your version and edition and we target it exactly.

How is document security actually enforced — is it just hidden in the UI?

No. Access control is enforced at the ORM layer using Odoo's native ir.model.access.csv for CRUD baselines and record rules that apply a security-group domain to every document query. A user outside a folder's permitted groups cannot read, search or export those documents through the UI or the XML-RPC/JSON-RPC API — the records are filtered before they ever reach them.

Can the DMS integrate with our other systems and existing Odoo data?

Yes. Because it is a native Odoo module it exposes standard XML-RPC / JSON-RPC endpoints, so external systems can push, fetch and search documents. Inside Odoo it can link documents to partners, projects, sales orders or any record, reuse the chatter for discussion, and trigger automated actions for retention and notification logic.

Do we own the code and the data?

Yes. The module source is delivered as a git repository you own, and every document lives in your own Odoo database and filestore. Nothing is hosted on a third-party platform and no document content leaves your instance.