Organize and manage files

Quick summary: Use Documents to keep files in a shared folder structure, find them with search and tags, and manage updates to the same document.

Before you start

Apps

Your Odoo address

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• Documents

You need access to Documents and edit permission in the destination folder to add or organize files.

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Find the right workspace

Open Documents in Odoo

Your Odoo address

Enter the base address of your Odoo instance. It will be stored only in this browser.

Odoo base address

The documentation does not receive your address, username, or password.

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The tree on the left separates your workspaces:

Section	What you find there
Company	The company’s folder structure. Each folder and file still has its own access permissions.
My Drive	Files and folders you own or have uploaded. Check their sharing settings before treating them as private.
Shared with me	Items shared with you whose parent folder you cannot access.
All	All folders and files you can access.
Recent	Recently modified items you can access.
Trash	Deleted items awaiting permanent removal.

Open a folder from the tree, then use the search bar to find a file by name or filter by tags. Switch between the card and list views using the view buttons at the upper right. List view is useful for selecting several files or folders and performing the same action on them.

Create a folder and upload files

1. Select Company, My Drive, or an existing parent folder in the tree.
2. Click New > Folder, enter a Name, and click Save. Create subfolders by repeating this inside the parent folder.
3. Open the folder where the files belong, then click New > Upload and select files from your computer. You can also drag files from your computer into the folder.
4. Open an uploaded file to preview it. Use Download to save a local copy and close the preview to return to the folder.
5. Open Actions > Info & Tags to add Tags or check the Owner and Contact. The details panel also contains the document’s message history.

For an externally hosted resource, use New > Link, enter its URL and Name, and check the Folder. This stores a link; access to the external website still depends on that website’s permissions.

Move files or update a version

• To change a name, open the file and choose Actions > Rename.
• To change its location, choose Actions > Move, select a destination, and confirm. Read any access-change confirmation before moving a file into a folder with different permissions.
• To keep an independent copy, choose Actions > Duplicate and select a destination. A shortcut points to the existing document instead of creating another copy.
• To replace a file while keeping its upload history, choose Actions > Manage Versions and upload the updated version there. You can download earlier versions from the same window. Uploading again with New > Upload creates another document.

Remove an obsolete file

Caution

Move to Trash also applies to a selected folder’s contents. Items in the trash are permanently removed after the configured deletion delay, which is 30 days by default.

Choose Actions > Move to Trash for an obsolete file. To recover it before permanent removal, open Trash, select the item, and use Restore.

Next steps

• Use project folders and add record attachments to Documents.
• Share one file or a whole folder.
• Request a missing file from a coworker or customer.