Shifting to digital documentation decreased the amount of paper files used to capture data and made data administration easier. It is critical to retain correct information about the gathered data in a business operation. Everyone is drawn to the fact that knowledge is readily available. Digital documentation is being created today to store and retrieve data with this in mind.
By switching to digital documentation, the firm was able to securely record information generated by every employee and make it simpler to search and retrieve data quickly, saving time and money. Unlike paper papers, you don't have to search the entire office shelves for a single piece of information; instead, these records are just a fingertip away.
The Odoo document module organizes all of your data and integrates it in a way that makes it available for all purposes related to your company's operations.
In Odoo 14, recording information in a document format is simple. The Odoo ERP solution simply assists us in keeping track of all of our company's operations and seamlessly adjusts to changes based on our needs. The document module also helps us to work more efficiently by reducing the amount of time we spend on document management.
The benefits of employing document modules are numerous, and we will examine them in this article.
Management of all Documents
The organization and categorization of each document in an organized way will reduce our workload when looking for a file at work. If we do not pay close attention to document maintenance, there is a risk of missing papers. With the introduction of digital documentation, the demand on the orderly organization of secret data was greatly lessened. Odoo gives us the greatest choice for centralizing all of our papers, appropriately managing them, and ensuring fast access to information whenever we need it.
In the document module, all documents are kept in a centralized database. We can prevent losing data and misplacing files if we do it this way. Users may save movies, URLs, photos, and documents in individual files. It is simple to define multiple file centralization choices depending on different corporate activities using the centralization option, which can be accessible through the module's settings tab. This approach assists users in sorting files and storing them in the corporate database's accessible workspaces.
Request to Access Important Documents
Documents at a commercial firm can be quite important, therefore it's critical to have proper protection and control over who has access to them. You may manage requests for access to critical documents in Odoo Document. Not every file should be generated for every member of a team or organization. Some are designed specifically for a single user or group of employees, and are exclusively available to them.
Only those who require access to the data can be granted authorization to the documents in Odoo. Employees assigned to a shared job can seek access to documents from one another, and you can grant authorization to the request if you are prepared to share your data. The document module's handling of essential files and information is controlled by this feature.
Reduces Missing Documents
An organized document access system may help you save time dealing with misplaced or lost papers, resulting in increased productivity and efficiency of work when team members are able to devote their full attention to given duties. Users will be able to prevent data loss by storing data in a centralized repository.
Document Security
It is critical for every organization to protect private information from unauthorized users. Outsiders should not be allowed access to corporate secrets, product details, financial projections, or business strategies. It is absolutely necessary to safeguard papers; otherwise, if any of these unauthorized people gain access to vital information, it would result in company harm. By prohibiting illegal access to documents, the Odoo document management system provides data protection and safety. You may safely manage your data in an Odoo document that employs best security standards like encryption, two-factor authentication and tracking, and logging features, among others.
Integrate with other Modules
Other Odoo modules can be integrated with the Odoo document module. This module may be used in conjunction with project management to generate new tasks from documents. The Electronic signature module will assist you in completing the procedure of signing papers. Odoo documents may be easily combined with vendor bills and PLM, just as these modules.
Simplify Organization
The flow of documents in a company process should be structured such that it may greatly improve business practices and productivity. By storing documents in a centralized database, the Odoo document module may enhance document retrieval performance. By sharing data, users may collaborate on papers with coworkers. Internal and external cooperation is substantially aided by the capacity to develop and execute data processes. An employee or manager, for example, may be able to locate a file at any point during the approval process.
In the document module's menu, you can see the shared URLs, emails, and sharing data for the papers you've cooperated on.
To make your document search easier, you may use the default and custom filter settings. Users may also add particular tags to their papers to make data layout and retrieval easier, which aids in document structure. Odoo has a locking feature that allows you to hide a document from other users, preventing private information from being accessed without the owner's permission.
The Odoo document module includes all of the features and advantages that today's digital documentation requires, and the features and benefits that come with it will help you organize every aspect of the documentation.