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A document library that files itself from the records you already have

Workspaces per department, tags that mean something because they belong to categories, teams who own each shelf, share links that expire - and rules that create the document when the record is created.

Documents Management (technical name viin_document) is an Odoo 17.0 app for Odoo Community and Odoo Enterprise and Viindoo Cloud, built for department owner, anyone in the company, auditor or customer, administrator.

A document library that files itself from the records you already have

At a Glance

The facts of Documents Management, version 0.2.6, in one place. Published by .

Technical name
viin_document
Odoo version
17.0 (Odoo Community, Odoo Enterprise, Viindoo Cloud)
Category
Productivity/Documents
Depends on
viin_mail_tracking, to_token_expiration, attachment_indexation, portal
Adds
13 new models, 4 extended models, 4 menus, 1 setting, 2 access groups
Licence
OPL-1
Best for
Department owner; Anyone in the company; Auditor or customer; Administrator
Not for
It is not a cloud-drive connector.
Last updated
2026-09-06
Key features
Workspaces with their own team, so Legal owns the contracts shelf and Finance owns its own, Tags grouped in categories, which is what turns a tag cloud into a filter people can actually use, Generation rules per model: create the document automatically when the record is created, with the fields you map, Document actions: rules that run on a document and set tags, move it, or hand it to someone, Share links to people outside Odoo, with an expiry date and a token that can be rotated, Requests: ask a colleague or a customer for a document and track what has not arrived
Live demo
v17demo-int.viindoo.com

Key Features

Every company already has the documents; what it lacks is a place where they are findable a year later. This app gives each department a workspace, files documents into it with tags drawn from named categories - Confidentiality, Status, Year - and puts a team in charge of each shelf. What makes it more than a folder tree is the generation rules: point one at a model, and the document is created and filed automatically when the record appears, so the contract, the invoice and the certificate end up in the library without anyone remembering to upload them.

Share links that expire

Send a document outside the company with a deadline on it, rather than an attachment that lives in someone's inbox forever.

Ask for a document

A request records what you are waiting for and from whom, so chasing a missing certificate is a list rather than a memory.

Links as documents

Not everything is a file. A link is filed, tagged and found the same way.

Teams own shelves

A team with a leader owns a workspace, which is how access stays sane as the library grows.

How It Works

Three steps to a library that stays tidy without a librarian.

1

Give each department a shelf

Contracts, Finance, HR, Quality - each is a workspace with a team behind it. Access follows the workspace, so the HR shelf is not visible to everyone just because the module is installed.

A workspace with its team and its documents
2

Tag in categories, not in a heap

A tag belongs to a category, and the sidebar groups the filters the same way. Three categories with three tags each beat thirty loose tags, because a person can hold the structure in their head.

Tag categories: Confidentiality, Status, Year
3

Let the rules do the filing

A rule points at a model and files a document whenever a record appears. Document actions then run on what arrives - set a tag, move it to another workspace. This is the part that keeps the library correct after the first enthusiastic month.

A generation rule: the model, the workspace, the tags

What You Get

Workspaces with their own team, so Legal owns the contracts shelf and Finance owns its own

Tags grouped in categories, which is what turns a tag cloud into a filter people can actually use

Generation rules per model: create the document automatically when the record is created, with the fields you map

Document actions: rules that run on a document and set tags, move it, or hand it to someone

Share links to people outside Odoo, with an expiry date and a token that can be rotated

Requests: ask a colleague or a customer for a document and track what has not arrived

More Screens

Everything below was taken on a database seeded with real business data, on this series - not a mock-up and not a screenshot from an older version.

Workspaces, one shelf per department

Workspaces, one shelf per department

A document with its workspace, tags and preview

A document with its workspace, tags and preview

Tags, each in its category

Tags, each in its category

Share links, with the ones that have expired

Share links, with the ones that have expired

Generation rules, one per model

Generation rules, one per model

Document actions that run on what arrives

Document actions that run on what arrives

Teams and the shelves they own

Teams and the shelves they own

What This App Does Not Do

Read this before you buy. Everything below is something the app deliberately leaves to another app or to you.

It is not a cloud-drive connector.

Documents live in Odoo. Syncing a Google Drive or SharePoint folder both ways is a different product - faOtools sells one, and it costs more than this.

No full-text search inside PDFs out of the box.

Search covers names, tags and workspaces. Indexing file contents needs the attachment indexation module and its dependencies.

It does not do e-signature.

Sign is its own app; this one stores the signed result.

Versioning is by document, not by diff.

A new version is a new file on the same document. There is no side-by-side comparison of two revisions.

Who Should Use Documents Management?

Department owner

Owns a workspace, decides its tags and who on the team can see what.

Anyone in the company

Drops a file in the right workspace, or lets a rule file it for them.

Auditor or customer

Opens a share link that expires, without an Odoo account.

Administrator

Writes the generation rules and the document actions, so filing stops being a habit and becomes a system.

Frequently Asked Questions

What does Documents Management do?

Workspaces per department, tags that mean something because they belong to categories, teams who own each shelf, share links that expire - and rules that create the document when the record is created.

What does Documents Management not do?

It is not a cloud-drive connector. Documents live in Odoo. Syncing a Google Drive or SharePoint folder both ways is a different product - faOtools sells one, and it costs more than this. No full-text search inside PDFs out of the box. Search covers names, tags and workspaces. Indexing file contents needs the attachment indexation module and its dependencies. It does not do e-signature. Sign is its own app; this one stores the signed result. Versioning is by document, not by diff. A new version is a new file on the same document. There is no side-by-side comparison of two revisions.

Who is Documents Management for?

Department owner: Owns a workspace, decides its tags and who on the team can see what. Anyone in the company: Drops a file in the right workspace, or lets a rule file it for them. Auditor or customer: Opens a share link that expires, without an Odoo account. Administrator: Writes the generation rules and the document actions, so filing stops being a habit and becomes a system.

Which Odoo version and editions does it support?

Odoo 17.0 - Odoo Community, Odoo Enterprise, Viindoo Cloud. Upgrades to a newer Odoo series are a separate purchase for that series.

What does it depend on?

It installs on top of: viin_mail_tracking, to_token_expiration, attachment_indexation, portal. Odoo installs them with it.

How do I set it up?

Three steps to a library that stays tidy without a librarian.

What works well with it?

Documents for HR (viin_document_hr): Employee files, contracts and certificates filed against the employee automatically. Sign (viin_sign): Sign a document and keep the signed copy in the same library. Website Documentation (to_website_docs): When the audience is the public rather than the company. Documents for Freight (viin_document_freight): Bills of lading, packing lists and customs papers filed per shipment.

Can I try it before buying?

Yes - the Live Preview button at the top of this page opens the module's own screen on a working database.

How do I get support?

Write to apps.support@viindoo.com with your Odoo version and the technical name viin_document; pre-sales questions go to sales@viindoo.com.

Need help with Documents Management?

For questions, implementation support or a custom feature, contact Viindoo.

Pre-Sales & Partnership

sales@viindoo.com

Technical Support

apps.support@viindoo.com

Answered within one working day.

Upgrades to a newer Odoo series are a separate purchase for that series.

All Viindoo apps: apps.odoo.com/apps/modules/browse?author=Viindoo

About Viindoo. Viindoo builds and maintains more than 1,000 apps on the Odoo App Store for the Community and Enterprise editions and runs them on Viindoo Cloud. A purchase of Documents Management covers the 17.0 series: bug fixes on the module reach you through the store, questions go to apps.support@viindoo.com with the technical name viin_document, and moving to a newer Odoo series is a separate purchase for that series. Source code is delivered with the module and stays yours to read and adapt.

Technical Requirement

Editions: Odoo Community, Odoo Enterprise, Viindoo Cloud
License: OPL-1

Changes log

0.2.6 - Latest on the 17.0 line

  • Share links carry an expiry date and a rotating token, so a link handed out for a tender stops working afterwards.
  • Tag categories group the sidebar filters, with counts per tag.
  • Generation rules file documents from any model as its records are created.
  • Workspace access follows the owning team rather than a global document group.