When it comes to the paper area, as with any other aspect of running a company, there is no space for clutter or messes. All business-related records must be sorted, organized, and easily available. This is important for companies to run smoothly. A decent foundation, as the saying goes, is the foundation of a good system. A strong structure, in this case, yields good outcomes. Only by keeping meticulous records of all of the company's operations does it lay a solid base.

Imagine coming into an office and discovering that the person in charge has turned the whole building upside down in search of your file. Not a good enough first impression. Are there any missing files for the annual auditing? It's not going to help the company's reputation. It's the little items that count, and records are among the most important of these. Invoices, employee paperwork, certifications, sales accounts, merchandise catalogs, and other documentation are among the documents that businesses must comply with.

A missing file can have far-reaching consequences. For other instances, having an extra file may be beneficial to the organization's overall functionality. This can also improve the customer experience. It is important for any company that deals with numerous product purchases to keep track of the paperwork relating to goods purchased and sold. Organizing product-related materials necessitates a meticulously managed method.

The various documents need to be organized and tabulated in the system for easy access and resharing.

Resharing is a vital aspect of document processing. For distribution and management reasons, the majority of records filled in relation to the goods will have to be exchanged with different agencies. Employees can save time and effort by having a single point of access to all of their records. With the record management system, quality, reliability, and facilities will all increase.

The Odoo Documentation Module has a single point of access to all documents. Documents are sorted, analyzed, and clustered based on a variety of criteria. The documentation module contains everything from employee documents to financial documents. This would make it easy to navigate through records organized by agencies. In addition, the module helps you to connect attachments from emails to the documents section of the inbox page. Invoices, notes, and deals, among other things, can be exported to the documents module from the inbox.

The paper module is linked to a number of other modules, including invoice, sales, and accounting, to name a few. The simple incorporation of Odoo ERP's different applications makes collaboration between departments even simpler. Odoo, a synchronized and powerful ERP, will help you move into the paperless age of industry.

We will explore the configuration and management of the Documents Module of Odoo 14 through this blog.

Odoo Documents

This module was created to assist businesses in going paperless but also meeting their expectations through good record keeping and document organization. A software solution is unavoidable in the age of digital records. The Odoo Documents app has a number of parts, including

    - Internal

    - Finance

    - Hr

    - Recruitment 

    - Products, etc

Creating workspace 

We will go to configuration and choose workspaces and use the product document management feature. We will make a workspace for goods here. In the build window, we'll be able to create Tag Categories and then tags within those categories. A parent workspace and an organization may be delegated to the Product workspace.

This window also allows you to change the individual access rights. For both write and read permission, we may build access classes.

Product document 

For the documentation module, we'll look at how to handle the product documents. Brand management encompasses a number of phases, from product acquisition to sales. There are several forms of records that the organization must keep track of.

Product management will necessitate a series of papers that dealt with the different operations and information relating to the product. This may require records such as

    - Internal guide

    - FAQs  and customer guidelines

    - User manual 

    - Product Requirement Documents 

    - Design and prototypes

    - Specs 

    - MSDS and so on

Download relevant documentation from the user system using the UPLOAD feature. Tags, owner, and contact information can all be added to an uploaded file. The workspace will decide which portion the text should be submitted to. The workspace in our case is set to Products. Instead of a book, we may add a relation. We can do this by using the ADD A LINK feature.

We can save, share, replace, and lock the document using the buttons above the document's name. Furthermore, we will store the text separately from the rest using the separate command.

A message creating window will come from the side when you press the messages button on the left. We will keep track of internal notes, received messages, and behavior related to the uploaded document here.

Document action

We can construct actions for the workspace using the workspace edit window. This is true with all records saved in the workspace. Tags may be used to further filter the activity. We may choose which tags must or must not be included in the text. This will allow these activities to be applied only to documents that have the identifier.

Configuration 

The settings menu in the configuration menu would allow us to check the ability to centralize the documents that are uploaded with items. If you choose this choice, the Document and Products modules will be linked together.

This would reduce the time spent individually downloading product-related information. 

Requesting document 

Using the REQUEST button, we may ask the concerned person for a missing document. The person who made the submission, the due date, and the explanation can all be changed here. We must be certain that the workspace is designated as Products.

Share document 

You may use the Sharing feature to share a text, a domain, or a specific folder. When sharing a domain, we will encourage the person who is viewing it to either download or upload files.

We will open the description of a document and use the share button to share it individually.