Project folders and record attachments

Quick summary: A project folder brings the team’s files together in Documents. You can also add a file already attached to a task, order, or another record without downloading and uploading it again.

Before you start

Apps

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• Documents
• Project

The project integration must be installed for project folders and the project’s Documents shortcut to appear. You need access to the source record and edit permission in the destination folder. Adding attachments from other apps only requires Documents and access to the relevant app.

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Open a project’s documents

Open projects 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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1. Open Project > Projects and find the project.
2. Open the three-dot menu on the project’s card and choose Documents. This opens its configured folder in Documents.
3. Check the selected folder before uploading files or requesting a file. You can return to the same folder from the tree in Documents.

With the integration installed, Odoo creates a folder for new projects beneath the company’s default project folder. An administrator sets that parent folder under Documents > Configuration > Settings > Files Centralization > Default Project Folder. Changing this default does not relocate existing project folders.

To check an existing project’s folder, open its settings from the card menu, then look at Documents Folder on the Settings tab. If Documents is absent from the card menu, ask the project manager to check the configured folder and your access to it.

Caution

Changing Documents Folder moves the contents of the previous project folder to the new one. Check the destination and its sharing permissions first, especially when several projects use the same folder.

Project visibility can update the folder’s internal access. Check Documents sharing separately before involving a customer: a shared project is not a substitute for checking the folder and file permissions.

Add a direct record attachment to Documents

Use this for an existing file in a record’s chatter, such as a drawing on a project task or a signed agreement on an order.

1. Open the source record and find the file in its chatter or attachment list. If you have just attached the file, finish uploading and save or post it first.
2. Hover over the attachment and click the drive-shaped Add to Documents icon.
3. In the destination window, choose the folder where your team should find the file. For a project or project task, Odoo suggests the project’s Documents folder; for other records, it normally suggests My Drive.
4. Confirm with Add in followed by the selected folder name.
5. Open the destination in Documents and check the file, its tags, and its access permissions.

This creates a copy in Documents and leaves the original attachment on the record. Later changes to one copy do not update the other. Adding the same attachment again creates another document. For task attachments, Odoo also adds a message on the new document linking back to the task.

Some apps automatically centralize new attachments according to Files Centralization settings. A project folder does not by itself move every task attachment into Documents. Check whether a document already exists before adding a copy manually.

If you need a record link on the document, open Actions > Info & Tags. In the record-link area beside the Odoo icon, select the record type from No linked model, then select the record. Storing a file in a project folder and linking it to a specific task are separate choices.

Attach an existing document to a record

Note

Adding the raw file creates a record attachment that follows the record’s access permissions. Pasting a document link keeps access controlled by Documents. Choose the link when recipients should use the shared document and its current version.

1. Open the target record’s chatter and use the Add from Documents icon.
2. Select the document you want to use.
3. Click Add from Documents to attach the raw file, or Paste Link(s) to insert a document link into your message.
4. Check the recipients and finish the message. When using a link, verify that its recipients have permission to open the document.