This is the documentation for older versions of Odoo (formerly OpenERP).

See the new Odoo user documentation.

See the new Odoo technical documentation.

Classic Document Management Solutions

Встречая необходимость организовать документы, компании рассматривают различные решения управления документами, которые продвигают сегодня, от простого архивирования электронной почты до полных электронных систем управления, ориентированных на произвольные документы.

Unfortunately, these solutions have not always been very useful because they are too little integrated in company's management systems. Most solutions that we have come across, are underused by the employees – often used by some of them but not by all.

The primary reason for this is that a document management system that is not integrated imposes extra work on an employee. For example, a salesperson should ideally save each customer confirmation in the document management system. Only that means quite a heavy additional workload just for an order confirmation:

  1. Получить и прочитать сообщение электронной почты от клиента,

  2. Сохранить сообщения и вложенные в него файлы на рабочем столе,

  3. Connect to the ERP system and confirm the order,

  4. Соединиться с системой управления документами,

  5. Найти подходящее место для сохранения документа,

  6. Create a directory for the customer and the order if it does not yet exist,

  7. Скопировать файлы с рабочего стола в правильное место системы управления документами.

This is obviously a lot of operations just to handle a simple order confirmation. You can understand why many companies hardly use their document management system even if they have gone to the cost and effort of purchasing and installing one.

It is very difficult to keep information in the company's management system synchronized with that in the document management system. For example, when a customer changes his address, users will modify the details in the management software, but usually, not in the document management system.

Furthermore, since users should create the same storage structure in both systems, you quickly find after only a few months that the information in the document management system is quite disconnected from that in the company's management system, if the two are separate. For example, how do you know where to store your least-frequently used documents such as (perhaps) employee car-leasing documents?

Кроме того, системы управления документами обычно очень сложны, так как они должны управлять правами доступа пользователей практически тем же путем, как и системы управления компанией. Это означает для администраторов систем ввод той же самой информацией о правах доступа дважды.

You will see that the total integration of OpenERP's document management system with the main company management system, and plugins to Outlook and Thunderbird email clients, offers an elegant solution that addresses these problems.