| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Discuss (mail)
• Website (website) |
| Lines of code | 1204 |
| Technical Name |
website_dms |
| License | OPL-1 |
| Website | https://www.daeris.com |
| Versions | 16.0 15.0 |
| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Discuss (mail)
• Website (website) |
| Lines of code | 1204 |
| Technical Name |
website_dms |
| License | OPL-1 |
| Website | https://www.daeris.com |
| Versions | 16.0 15.0 |
Website DMS
Document management system also called DMS which allows you to store, manage and share directories and documents with users who have access to the web portal.
Overview
This module allows users to store, manage and share directories and documents with users who have access to the web portal.
Features
Create and update directories
Manage directories by internal users
Manage documents by portal users
Create Directory Areas
Create Directory Status
Create Directory Types
Configuration
A directory area is a first level of directory classification and is used to carry out a functional classification with which to have a well-organized catalog.
To manage directory areas: navigate to the Documents / Configuration / Areas.
To create a new Area press Create button. This action will show a form from where it is possible to inform the following fields:
- Name: It is recommended to incorporate a short and descriptive name to carry out the first level of classification of the directories.
- Company: By default, the company we are working on is reported and is used to filter by it in the event that we work in multi-company mode. It is possible to leave it blank to be visible by any company.
A directory status is used to grant portal users permissions on shared documents. You can create as many statuses as your business requires and when creating user directories, the status related to the directory type is incorporated by default.
To manage directory statuses navigate to the Documents / Configuration / Status.
By default we have the following states:
- Open: Allows the user of the portal associated with the directory to view the registry, as well as download, add and delete files.
- Under review: Allows the user of the portal associated with the directory to view the record, as well as download and add files.
- Closed: Allows the user of the portal associated with the directory to view the registry and download the files.
To create a new State press Create button. This action will show a form from where it is possible to inform the following fields:
- Name: It is recommended to include a short and descriptive name.
- Permissions: Determines the actions that the portal user can perform on the directory. It is possible to select between the following values:
- Read: It is allowed to view the directory, as well as download files.
- Create/Read: View the directory, as well as download and add files.
- Create/Read/Delete: It is allowed to view the directory, as well as download, add and delete files.
A type of directory is a second level of directory classification and is used to carry out a functional classification with which to have a well-organized catalog. The types of directories are related to the directory areas, these being the first level of classification.
To manage directory types navigate to the Documents / Configuration / Types. From this list it is possible to visualize in list mode the types of directories grouped by area.
To create a new type press Create button. This action will show a form from where it is possible to inform the following fields:
- Area: Allows you to select the first level of directory classification from among the different configured areas.
- State: Allows you to select from among the different configured states, the state that will be incorporated by default when creating the directory.
- Interval: Way of creating the directories. You can select between:
- None: A single directory will be created for each user associated with the type.
- Month: A directory will be created for each month (12 months) between the years indicated in the From year and To year fields.
- Year: A directory will be created for each year between the years indicated in the From year and To year fields.
- From the year: It is used to evaluate the number of directories to be created based on the established interval.
- Until the year: It is used to evaluate the number of directories to be created based on the established interval. It is recommended to inform this field with the value of the current year, so as not to create confusion for portal users when having a high volume of directories.
- Company: It is related to the company indicated in the Area and is used to filter the directories when working in multi-company mode.
- Comment: Text that will appear on the directory to portal users and its main function is to provide instructions on the type of file.
You can create a directory for each portal user associated with a directory type. Furthermore, if this type of directory has an Annual interval, as many directories will be created as the interval of years selected. If the directory type has a Monthly interval, as many directories will be created as the year interval selected multiplied by 12 months.
The execution of creating the directories is done manually. To do it, navigate to the Documents / Configuration / Types and position yourself on the type on which you want to create the directories.
You must bear in mind that once you have created directories using the Create directories button, it will no longer be possible to modify the name of the type, nor the area and interval selected.
Finally, click on the Create directories button. On the directories tab you can view all the directories generated for each of the selected clients with access to the portal.
In the case of creating directories for years or months, it is not recommended to create directories for future years unless they are to be used today. When the time comes, it is possible to generate directories for new years, changing the value of the field Until the year of the corresponding directory type and generate the new directories using the Create directories button. This action will not affect the already generated directories and will create those that do not exist.
DMS system allows you to manage the directories already generated, allowing you to modify the status, add comments and add or delete new files. To do this, navigate to the Documents / Folders screen.
On the search on the left side it is possible to filter by the following fields of the directories:
- State
- Area
- Type
- Customer
- Month
- Year
It is also possible to change the way the directories are displayed using the button to change the display to Kanban format.
By clicking on a directory we position ourselves on its detail, from where we can modify the status. Changing the state of the directory updates the inherited permissions of the status. Remember that the permissions determine the actions that the portal user can perform on the directory. The following permissions exist:
- Read: It is allowed to view the directory, as well as download files.
- Create/Read: View the directory, as well as download and add files.
- Create/Read/Delete: It is allowed to view the directory, as well as download, add and delete files.
By clicking on the files button, it is possible to attach as many files as required.
Through the Send message button available on the bottom section (chatter), it is possible to incorporate comments that can be viewed and answered by customers.
When navigating to the Contacts view and positioning yourself on a contact form, you can see a new smart button. This smart button shows the number of directories and the number of files that the contact has.
By clicking on the smart button, you navigate to the directory screen filtering by contact.
Contact form view has a section Documents where it is possible to view all the directories that the contact has.
By clicking on a record in the list, a directory popup is displayed and it is possible to edit its attached documents.
Customer Portal Screenshots
Documents
Customers with access to the web portal can manage the directories that have previously been created by accessing the My account section, from where they can view the number of directories available under the Directories section.
By clicking on the number of directories, the customer accesses the directory screen filtered by the Area and type of directory selected.
The left side panel shows all the areas on which the customer has directories. When clicking on an area, the list of directory types and directories are updated, showing the directories and types associated with the selected area and type.
The next left panel shows all the types associated with the selected area on which the user has a directory. When clicking on a type, the list of directories is updated, showing the directories associated with the selected type.
On the right panel, a list is shown with all the directories available to the client, applying the selected area and type filters. The list contains valuable information, such as:
- Name
- Month
- Year
- State
- No. Files
When accessing the detail of a directory by clicking on the name of the directory, the comments provided by the type of directory and the attached files are displayed.
The customer can download the file, and based on the permissions provided by the directory status, it can also upload new files and delete them.
Through the lower section it is possible to read the comments provided and incorporate new ones.
Attention
Remember that the comments provided by the customer are addressed to the creator of the directories and can be viewed from the upper conversations button or from the conversations screen itself.
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