Odoo Document Management
Centralize Documents. Simplify Processes. Work Smarter with Odoo.
Contracts in shared folders. Invoices in email inboxes. Project documents on individual computers. HR files stored somewhere else.
When documents are disconnected from your business processes, employees spend unnecessary time searching, checking versions and
manually transferring information between systems.
Odoo Document Management brings your documents and your business processes together in one central digital environment.
With the Odoo Documents app, your teams can organize, share, process and manage business documents directly within Odoo - while connecting them with Sales, Accounting, HR, Projects, Purchase and other operational processes.
ITIS AG helps companies implement and configure Odoo Document Management according to their actual workflows.
Book an Odoo Consultation
Request a Demo
Centralize Documents. Simplify Processes. Work Smarter with Odoo.
Contracts in shared folders. Invoices in email inboxes. Project documents on individual computers. HR files stored somewhere else.
When documents are disconnected from your business processes, employees spend unnecessary time searching, checking versions and
manually transferring information between systems.
Odoo Document Management brings your documents and your business processes together in one central digital environment.
With the Odoo Documents app, your teams can organize, share, process and manage business documents directly within Odoo — while connecting them with Sales, Accounting, HR, Projects, Purchase and other operational processes.
ITIS AG helps companies implement and configure Odoo Document Management according to their actual workflows.
Book an Odoo Consultation Request a Demo
What Is Odoo Document Management?
Odoo Documents is Odoo's integrated document management application for storing, organizing and processing company files.
Instead of operating a separate document repository disconnected from your ERP, documents can become part of the processes in
which they are actually needed.
Your employees can manage documents within a centralized environment while linking them with relevant Odoo records and workflows.
This creates a digital workspace where information does not simply get stored - it becomes part of your operational processes.
What Is Odoo Document Management?
Odoo Documents is Odoo's integrated document management application for storing, organizing and processing company files.
Instead of operating a separate document repository disconnected from your ERP, documents can become part of the processes in
which they are actually needed.
Your employees can manage documents within a centralized environment while linking them with relevant Odoo records and workflows.
This creates a digital workspace where information does not simply get stored - it becomes part of your operational processes.
Stop Searching Through Folders. Start Working with Documents
Traditional file structures often grow organically.
Over time, companies end up with:
Documents spread across network drives and local computers
Multiple versions of the same file
Attachments buried inside email conversations
Unclear access permissions
Manual document forwarding between departments
Employees spending time searching for information
Business documents disconnected from ERP processes
Odoo helps replace these fragmented processes with structured, centralized document management integrated into your business system.
Stop Searching Through Folders. Start Working with Documents
Traditional file structures often grow organically.
Over time, companies end up with:
Documents spread across network drives and local computers
Multiple versions of the same file
Attachments buried inside email conversations
Unclear access permissions
Manual document forwarding between departments
Employees spending time searching for information
Business documents disconnected from ERP processes
Odoo helps replace these fragmented processes with structured, centralized document management integrated into your business system.
One Central Place for Your Business Documents
Odoo Documents provides a structured environment for storing and accessing business information.
Depending on your company's setup, documents can be organized around areas such as:
Accounting
Human Resources
Projects
Customers
Suppliers
Purchasing
Sales
Internal administration
Departments
Individual business processes
Employees can therefore access documents according to the context in which they work instead of navigating through complicated folder structures.
One Central Place for Your Business Documents
Odoo Documents provides a structured environment for storing and accessing business information.
Depending on your company's setup, documents can be organized around areas such as:
Accounting
Human Resources
Projects
Customers
Suppliers
Purchasing
Sales
Internal administration
Departments
Individual business processes
Employees can therefore access documents according to the context in which they work instead of navigating through complicated folder structures.
Organize Documents with Folders and Tags
Not every business organizes information in the same way.
Odoo allows companies to structure documents using folders and tags, creating a document environment that reflects their internal processes.
For example, documents can be categorized according to
Organize Documents with Folders and Tags
Not every business organizes information in the same way.
Odoo allows companies to structure documents using folders and tags, creating a document environment that reflects their internal processes.
For example, documents can be categorized according to
Department
Finance, HR, Sales, Operations or Management.
Document Type
Contracts, invoices, quotations, certificates or employee documents.
Department
Finance, HR, Sales, Operations or Management.
Document Type
Contracts, invoices, quotations, certificates or employee documents.
Project
Assign relevant documents to specific customer or internal projects.
Status
Documents can be classified according to their current processing stage.
Project
Assign relevant documents to specific customer or internal projects.
Status
Documents can be classified according to their current processing stage.
A well-designed document structure makes information considerably easier to locate and manage.
A well-designed document structure makes information considerably easier to locate and manage.
Connect Documents Directly with Odoo Business Processes
This is where Odoo Document Management becomes particularly powerful.
Documents do not have to exist as isolated files.
They can be connected with the business records and activities where employees actually need them.
For example:
Connect Documents Directly with Odoo Business Processes
This is where Odoo Document Management becomes particularly powerful.
Documents do not have to exist as isolated files.
They can be connected with the business records and activities where employees actually need them.
For example:
Sales
Keep customer-related documents connected with your sales processes.
Accounting
Centralize invoices and financial documents and integrate document processing into accounting workflows.
Purchasing
Manage supplier documents alongside
purchasing activities.
Sales
Keep customer-related documents connected with your sales processes.
Accounting
Centralize invoices and financial documents and integrate document processing into accounting workflows.
Purchasing
Manage supplier documents alongside
purchasing activities.
Human Resources
Create structured access to employee-
related documents and HR information.
Projects
Keep files connected with the projects
and activities they belong to.
Human Resources
Create structured access to employee-
related documents and HR information.
Projects
Keep files connected with the projects
and activities they belong to.
Instead of maintaining a separate DMS next to your ERP,
Odoo can bring documents and operational processes into one connected environment.
Instead of maintaining a separate DMS next to your ERP,
Odoo can bring documents and operational processes into one connected environment.
Share Documents Securely
Document collaboration does not need to mean repeatedly sending attachments by email.
Odoo allows documents and folders to be shared while maintaining structured access controls.
Depending on the configuration, your organization can define who should be able to:
View documents
Edit documents
Access specific folders
Work with shared information
Access documents through shared links
This helps companies create a more controlled approach to internal and external document sharing.
Share Documents Securely
Document collaboration does not need to mean repeatedly sending attachments by email.
Odoo allows documents and folders to be shared while maintaining structured access controls.
Depending on the configuration, your organization can define who should be able to:
View documents
Edit documents
Access specific folders
Work with shared information
Access documents through shared links
This helps companies create a more controlled approach to internal and external document sharing.
Role-Based Access to Sensitive Information
Not every employee should have access to every business document.
Odoo Document Management can be configured with access permissions according to your organizational structure.
For example:
HR employees can access personnel documents.
Finance teams can work with accounting information.
Project teams can access files relevant to their projects.
Management can receive broader access where required.
A carefully planned permissions structure helps employees access the information they need without unnecessarily exposing sensitive company data.
Role-Based Access to Sensitive Information
Not every employee should have access to every business document.
Odoo Document Management can be configured with access permissions according to your organizational structure.
For example:
HR employees can access personnel documents.
Finance teams can work with accounting information.
Project teams can access files relevant to their projects.
Management can receive broader access where required.
A carefully planned permissions structure helps employees access the information they need without unnecessarily exposing sensitive company data.
Request Missing Documents Digitally
Waiting for colleagues, customers or suppliers to provide missing documents can slow down business processes.
Odoo includes functionality for requesting files directly through the document workflow.
Instead of manually tracking outstanding documents across emails and spreadsheets, your organization can create a more structured document collection process.
This can be useful for situations such as:
Customer documents
Supplier documentation
Employee records
Certificates
Project documentation
Administrative files
Request Missing Documents Digitally
Waiting for colleagues, customers or suppliers to provide missing documents can slow down business processes.
Odoo includes functionality for requesting files directly through the document workflow.
Instead of manually tracking outstanding documents across emails and spreadsheets, your organization can create a more structured document collection process.
This can be useful for situations such as:
Customer documents
Supplier documentation
Employee records
Certificates
Project documentation
Administrative files
Manage PDF Documents More Efficiently
Many companies receive scanned files containing several documents within a single PDF.
Odoo Documents provides functionality for working with PDF files, including splitting multi-page PDFs into individual documents.
This can reduce manual work when processing scanned documentation and help employees organize documents correctly before continuing with the relevant business process.
Manage PDF Documents More Efficiently
Many companies receive scanned files containing several documents within a single PDF.
Odoo Documents provides functionality for working with PDF files, including splitting multi-page PDFs into individual documents.
This can reduce manual work when processing scanned documentation and help employees organize documents correctly before continuing with the relevant business process.
Automate Document-Related Workflows
A modern document management system should do more than store files.
Odoo can support actions and automation around documents so that repetitive administrative activities can become part of defined workflows.
Depending on your Odoo configuration and business process, documents can trigger or support actions such as:
Assigning documents
Categorizing information
Creating follow-up activities
Routing files into the appropriate process
Processing documents within connected Odoo applications
The objective is simple:
Less manual document administration and more structured digital processes.
Automate Document-Related Workflows
A modern document management system should do more than store files.
Odoo can support actions and automation around documents so that repetitive administrative activities can become part of defined workflows.
Depending on your Odoo configuration and business process, documents can trigger or support actions such as:
Assigning documents
Categorizing information
Creating follow-up activities
Routing files into the appropriate process
Processing documents within connected Odoo applications
The objective is simple:
Less manual document administration and more structured digital processes.
From Email Attachment to Business Process
Consider a common example.
A supplier sends your company a document.
Traditional Process
From Email Attachment to Business Process
Consider a common example.
A supplier sends your company a document.
Traditional Process
Email received
Attachment downloaded
Email received
Attachment downloaded
Saved manually
Renamed
Saved manually
Renamed
Moved into a network folder
Information entered into another system
Colleague notified manually
Moved into a network folder
Information entered into another system
Colleague notified manually
Multiple systems and multiple manual steps are involved.
Multiple systems and multiple manual steps are involved.
With an Integrated Odoo Environment
With an Integrated Odoo Environment
Document received
Stored and categorized
Connected with the relevant Odoo workflow
Document received
Stored and categorized
Connected with the relevant Odoo workflow
Processed by the responsible employee
Information remains accessible from the business system
Processed by the responsible employee
Information remains accessible from the business system
The document becomes part of the process instead of another file employees have to manage.
The document becomes part of the process instead of another file employees have to manage.
Odoo Document Management Across Your Organization
The greatest value appears when document management is connected with multiple business areas.
Odoo Document Management Across Your Organization
The greatest value appears when document management is connected with multiple business areas.
Business Area
- Sales
- Accounting
- Purchase
- HR
- Projects
- Management
Possible Document Use
- Quotations, contracts and customer documentation
- Invoices and financial documentation
- Supplier documentation and purchasing records
- Employee and administrative documents
- Project files and customer documentation
- Internal documentation and company records
Business Area
- Sales
- Accounting
- Purchase
- HR
- Projects
- Management
Possible Document Use
- Quotations, contracts and customer documentation
- Invoices and financial documentation
- Supplier documentation and purchasing records
- Employee and administrative documents
- Project files and customer documentation
- Internal documentation and company records
Instead of creating another isolated software environment, Odoo allows companies to build document management into a broader digital workplace.
Instead of creating another isolated software environment, Odoo allows companies to build document management into a broader digital workplace.
Odoo Documents + Odoo ERP
Odoo Documents +
Odoo ERP
Your Documents Should Be Connected to Your Business Data.
This is one of the biggest differences between a standalone file repository and an integrated Odoo environment.
When your organization already uses - or plans to use - Odoo for areas such as:
Sales
Accounting
Purchase
Inventory
Projects
Human Resources
Helpdesk
Manufacturing
document management can become another connected component of the same platform.
That means fewer isolated systems, fewer manual interfaces and better access to information across departments.
Your Documents Should Be Connected to Your Business Data.
This is one of the biggest differences between a standalone file repository and an integrated Odoo environment.
When your organization already uses - or plans to use - Odoo for areas such as:
Sales
Accounting
Purchase
Inventory
Projects
Human Resources
Helpdesk
Manufacturing
document management can become another connected component of the same platform.
That means fewer isolated systems, fewer manual interfaces and better access to information across departments.
Is Odoo Document Management Right for Your Company?
Odoo Documents can be particularly valuable if your organization currently experiences problems such as:
Is Odoo Document Management Right for Your Company?
Odoo Documents can be particularly valuable if your organization currently experiences problems such as:
Employees regularly asking, “Where is that document?”
Employees regularly asking,
“Where is that document?”
Multiple versions of contracts or files circulating internally
Multiple versions of contracts or files circulating internally
Documents stored across email, shared drives and local folders
Documents stored across email, shared drives and
local folders
Manual transfer of documents between departments
Manual transfer of documents between departments
Limited connection between documents and ERP data
Limited connection between documents and ERP data
Difficult-to-manage access rights
Difficult-to-manage access rights
Too many repetitive document-related administrative tasks
Too many repetitive document-related administrative tasks
A growing need to digitalize internal processes
A growing need to digitalize internal processes
If several of these situations sound familiar, document management should probably be considered as part of your broader digitalization strategy.
If several of these situations sound familiar, document management should probably be considered as part of your broader digitalization strategy.
More Than Installing an Odoo App
Installing the Documents app is straightforward.
Designing a document management system that actually fits your organization is not.
Before implementation, companies need to decide:
How should documents be structured?
Which folders and categories are necessary?
Which tags should be used?
Who should have access to which information?
Which documents should connect with which Odoo processes?
Which existing documents need to be migrated?
Which activities can be automated?
How should different departments work together?
These decisions determine whether your new DMS simplifies work or simply recreates your existing folder chaos inside another system.
More Than Installing an Odoo App
Installing the Documents app is straightforward.
Designing a document management system that actually fits your organization is not.
Before implementation, companies need to decide:
How should documents be structured?
Which folders and categories are necessary?
Which tags should be used?
Who should have access to which information?
Which documents should connect with which Odoo processes?
Which existing documents need to be migrated?
Which activities can be automated?
How should different departments work together?
These decisions determine whether your new DMS simplifies work or simply recreates your existing folder chaos inside another system.
Odoo Document Management with ITIS AG
Odoo Document Management with ITIS AG
We Don't Just Configure Documents. We Design the Process Around Them.
At ITIS AG, we look at document management as part of your company's wider digital environment.
Before configuring Odoo, we analyze how documents currently move through your organization.
We identify:
Where documents originate
Who needs them
Which business processes they support
Where manual work is happening
Which systems currently store the information
Where unnecessary duplication exists
Which workflows could be simplified
Based on this analysis, we can configure an Odoo document environment that fits your actual operational requirements.
We Don't Just Configure Documents. We Design the Process Around Them.
At ITIS AG, we look at document management as part of your company's wider digital environment.
Before configuring Odoo, we analyze how documents currently move through your organization.
We identify:
Where documents originate
Who needs them
Which business processes they support
Where manual work is happening
Which systems currently store the information
Where unnecessary duplication exists
Which workflows could be simplified
Based on this analysis, we can configure an Odoo document environment that fits your actual operational requirements.
Our Odoo Document Management Services
Our Odoo Document Management Services
Odoo DMS Consulting
Analysis of your current document landscape, requirements and business processes.
Odoo Documents Configuration
Configuration of document structures, folders, tags, permissions and workflows
Odoo Integration
Connection of document management with relevant Odoo applications and processes.
Workflow Automation
Identification and implementation of opportunities to reduce repetitive document administration.
Odoo DMS Consulting
Analysis of your current document landscape, requirements and business processes.
Odoo Documents Configuration
Configuration of document structures, folders, tags, permissions and workflows
Odoo Integration
Connection of document management with relevant Odoo applications and processes.
Workflow Automation
Identification and implementation of opportunities to reduce repetitive document administration.
Document Migration
Planning and support for moving existing company documents into the new environment.
Odoo Customization
Where standard Odoo functionality does not fully match your process, our development team can evaluate appropriate customization.
Training & Support
Help your employees understand how to use the new document environment effectively.
Document Migration
Planning and support for moving existing company documents into the new environment.
Odoo Customization
Where standard Odoo functionality does not fully match your process, our development team can evaluate appropriate customization.
Training & Support
Help your employees understand how to use the new document environment effectively.
Our Approach
Our Approach
1. Analyse
We understand your existing document structure, software
landscape and workflows.
1. Analyse
We understand your existing document structure, software
landscape and workflows.
2. Design
We define how documents, permissions, tags and processes should be structured inside Odoo.
2. Design
We define how documents, permissions, tags and processes should be structured inside Odoo.
3. Configure
We configure Odoo according to the approved
process architecture.
3. Configure
We configure Odoo according to the approved
process architecture.
4. Integrate
Documents are connected with the relevant Odoo applications
and business processes.
4. Integrate
Documents are connected with the relevant Odoo applications
and business processes.
5. Migrate
Where required, existing information is transferred into
the new structure.
5. Migrate
Where required, existing information is transferred into
the new structure.
6. Train & Optimize
Your teams learn how to use the system while processes continue to be refined based on practical usage.
6. Train & Optimize
Your teams learn how to use the system while processes continue to be refined based on practical usage.
Building a Connected Digital Workplace
Document management is often only one part of a larger challenge.
Companies may also struggle with disconnected:
Building a Connected Digital Workplace
Document management is often only one part of a larger challenge.
Companies may also struggle with disconnected:
CRM systems
ERP processes
CRM systems
ERP processes
Project management
HR systems
Project management
HR systems
Accounting workflows
Communication tools
Accounting workflows
Communication tools
Reporting
Data sources
Reporting
Data sources
Instead of digitalizing each department independently, ITIS AG helps companies create a connected digital
workplace with Odoo.
The goal is not simply to introduce more software.
The goal is to:
Reduce manual work.
Connect departments.
Centralize information.
Improve transparency.
Build scalable digital processes.
Instead of digitalizing each department independently, ITIS AG helps companies create a connected digital workplace with Odoo.
The goal is not simply to introduce more software.
The goal is to:
Reduce manual work.
Connect departments.
Centralize information.
Improve transparency.
Build scalable digital processes.
Frequently Asked Questions About Odoo Document Management
Frequently Asked Questions About Odoo Document Management
Odoo Documents is Odoo's document management application. It provides a centralized environment for storing, organizing, sharing and processing business documents while integrating them with other Odoo applications.
For many business processes, Odoo Documents can provide a more structured alternative to traditional shared folders by combining document storage with permissions, tags, sharing and integration with operational workflows. The appropriate setup depends on your company's requirements.
Yes. One of Odoo's major advantages is the ability to manage documents alongside records and processes in other Odoo applications, creating a more integrated working environment.
Odoo Documents is Odoo's document management application. It provides a centralized environment for storing, organizing, sharing and processing business documents while integrating them with other Odoo applications.
For many business processes, Odoo Documents can provide a more structured alternative to traditional shared folders by combining document storage with permissions, tags, sharing and integration with operational workflows. The appropriate setup depends on your company's requirements.
Yes. One of Odoo's major advantages is the ability to manage documents alongside records and processes in other Odoo applications, creating a more integrated working environment.
Yes. Odoo supports access controls for documents and folders so organizations can determine which users should be able to view or edit information.
Depending on the workflow and configuration, Odoo provides automation and document centralization functionality that can reduce manual organization and routing.
Yes. Documents can be shared with appropriate access permissions, including controlled link-based sharing depending on the configuration.
Yes. Odoo supports access controls for documents and folders so organizations can determine which users should be able to view or edit information.
Depending on the workflow and configuration, Odoo provides automation and document centralization functionality that can reduce manual organization and routing.
Yes. Documents can be shared with appropriate access permissions, including controlled link-based sharing depending on the configuration.
Odoo supports document digitization for relevant workflows and functionality for working with PDFs. The exact capabilities depend on your Odoo version and installed applications.
Yes. As part of an implementation project, ITIS AG can evaluate your existing document environment and define an appropriate migration strategy.
Odoo offers extensive configuration capabilities, and additional customization can be evaluated when your business process requires functionality beyond the standard setup.
The ideal architecture depends on your requirements. However, the major strategic advantage of Odoo Documents comes from connecting document management with the other business processes managed within Odoo.
Odoo supports document digitization for relevant workflows and functionality for working with PDFs. The exact capabilities depend on your Odoo version and installed applications.
Yes. As part of an implementation project, ITIS AG can evaluate your existing document environment and define an appropriate migration strategy.
Odoo offers extensive configuration capabilities, and additional customization can be evaluated when your business process requires functionality beyond the standard setup.
The ideal architecture depends on your requirements. However, the major strategic advantage of Odoo Documents comes from connecting document management with the other business processes managed within Odoo.
Turn Your Documents into
Connected Business Processes
Your company does not need another place to store files.
It needs a better way to work with information.
With Odoo Document Management, documents can become part of a connected ERP environment instead of remaining isolated across folders, inboxes and departments.
ITIS AG can help you analyze, implement and optimize the right Odoo document management environment for your organization.
Book Your Odoo Consultation
Request an Odoo Document Management Demo
Turn Your Documents into
Connected Business Processes
Your company does not need another place to store files.
It needs a better way to work with information.
With Odoo Document Management, documents can become part of a connected ERP environment instead of remaining isolated across folders, inboxes and departments.
ITIS AG can help you analyze, implement and optimize the right Odoo document management environment for your organization.
Book Your Odoo Consultation Request an Odoo Document Management Demo