IMPLEMENTATION 101 2025 Bista Solutions www.bistasolutions.com +1 (858) 401 2332
2 IMPLEMENTATION 101
3 1.Introduction Navigation 2.Account and Personal Profile 3.Team Collaboration with Discuss 4.Getting Organized with Calendar 5.Managing your ToDo 6.Knowledge/Document Repository 7.Attendance, Time Off 8.UI and Views Table of Content
General Introduction 4 Present Landscape Why Choose Odoo? Purposed Workflow Best Practice : Construction Vertical Odoo 101: The Context
IMPLEMENTATION LANDSCAPE Derecktor Shipyards are looking to overhaul their disparate systems and move to a more integrated ERP solution. They currently use an industry-specific ERP called Peer Vantage, which has significant limitations. The team has decided to Implement Odoo as a more affordable and flexible option. 5 Bista Solutions will Implement Odoo Enterprize, including some custom modules, to help the Derektor team to get best out of the platform to meet their business needs.
OPERATION PROCESS 6 The diagram outlines a workflow involving various departments and processes in a company, likely related to manufacturing or projectbased operations. It maps out how tasks, data, and technology interact across different stages and departments. The diagram illustrates a process flow starting from sales and estimating, moving through project planning, production (via various shops), quality control (QC), and finally to project closeout. It also highlights the technology systems and tools used at each stage, with color-coded lines showing the flow of specific data or processes.
Why Choose 7 Odoo streamlines business processes by consolidating multiple software solutions into a single, integrated platform, eliminating the inefficiencies of fragmented systems. With its modular design, Odoo offers a suite of applications—covering everything from accounting, inventory, and CRM to manufacturing, HR, and ecommerce—that work seamlessly together. This unification reduces data silos, enabling real-time information sharing across departments, which enhances decision-making and operational efficiency. Replacing disparate tools with one customizable platform, businesses can automate workflows, such as syncing sales orders with inventory updates or generating financial reports from a single database, cutting down on manual tasks and errors. Odoo’s centralized approach reduces training needs and IT overhead, providing a scalable, cost-effective solution that adapts as the business grows, all while maintaining a user-friendly interface. This Odoo Implementation 101 will give you a general guidelines to setup your odoo instance as a new user and get ready to make odoo everyday companion.
PROPOSED WORKFLOW 8 Bista Team has analyzed the business requirements at the Derektor Facilities and after both Discovery calls and on site Business Analysis, purposed the above workflow to be realized for best value.
THE CONSTRUCTION VERTICAL 9 Bista Solutions implements Odoo tailored to the construction vertical at Derektor Shipyard, revolutionizing their business processes by aligning the platform’s robust capabilities with the unique demands of shipbuilding. This implementation will streamline Derektor’s operations by integrating key functions like project management, resource planning, procurement, and cost tracking into one cohesive system. With Odoo, they can efficiently manage complex construction workflows—such as tracking project milestones, allocating materials, and coordinating labor—while ensuring real-time visibility into budgets and timelines. The centralized platform will replace fragmented software, reducing manual data entry and miscommunication between departments, which is critical in a precision-driven industry like shipyard construction. Customizing Odoo to handle Derektor’s specific needs, Bista Solutions empowers them to optimize resource utilization, enhance collaboration, and deliver projects with greater accuracy and profitability, ultimately building a best-in-class business process tailored to their operational excellence.
10 Odoo Navigation Creating your Odoo Presence Keep your Collaboration Manage your Meetings Manage Your Appointments Keeping your Knowledge Safe Creating Knowledge Managing Documents 101: Learning the Basics User Account and Personal Profile
NAVIGATION 11 The image shows the Odoo Home screen with the main navigation menu, Let me break down the navigation and explain how it works based on the image: Search Bar at the Top: At the very top of the menu, there’s a search bar with the placeholder text "/ search for a menu...". This allows users to quickly find specific modules, features, or records by typing keywords. For example, typing "project" would bring up the Project module. The search is a fast way to navigate without scrolling through the entire menu. Main Menu Structure: The menu is organized into a vertical list of applications (or modules), each represented by an icon and a label. Additional Navigations CTRL + ⇑ new tab (right side of the menu): Pressing "Ctrl" and the up arrow (⇑) opens the selected module in a new browser tab, which is handy for multitasking. /menus: Search for specific modules or menu items (e.g., /project to jump to the Project module). @users: Search for users to message or assign tasks (e.g., @john to find a user named John). #channels: Search for discussion channels in the Discuss module (e.g., #team for a team channel). ?articles: Search for knowledge articles or documents (e.g., ?manual to find a manual). Keyboard Navigation ⇑ - for menu navigation / -for menus @ -for users # -for channels ? -for articles
EVERYDAY APPS 12 The PDCA (Plan-Do-Check-Act) cycle, also known as the Deming cycle, is a continuous improvement model. Here's how you can use Odoo apps to support each stage: Odoo's integrated suite of apps, particularly Discuss, ToDo, DMS, Knowledge, Timesheet, Helpdesk, Quality, Manufacturing, and Project, can be configured to support the PDCA cycle for continuous improvement in various aspects of your business.
ODOO FOR CONTINUAL IMPROVEMENTS 13 The PDCA (Plan-Do-Check-Act) cycle, also known as the Deming cycle, is a continuous improvement model. Here's how you can use Odoo apps to support each stage: Using Odoo for Planning Needs(Plan): Identify Problems: Use the Helpdesk app to gather feedback from customers via email aliases, live chat, or website forms. This helps identify areas needing improvement. Also, the Quality app can be used to receive feedback from employees. Set up quality control points to automatically create quality checks at regular intervals. Suggest Improvements: The Quality app allows employees to create quality alerts to notify quality teams of issues. Customer support can also create quality alerts from customer tickets. Planning App: Odoo's Planning app can be used to schedule resources and tasks related to implementing the improvement plan. Using Odoo for Everyday Jon (Do): Implement Strategies: Odoo adapts well to flexibility and can be configured to meet the needs of almost any workflow. Manufacturing App: If the improvement plan involves manufacturing processes, the Manufacturing app can be used to manage manufacturing orders, work centers, and quality control. Project App: Use the Project app to manage tasks, allocate resources, and track progress on implementing the planned changes. Using Odoo for Monitoring & Evaluation (Check): Review Actions: The Quality app helps to conduct quality checks, automate quality inspection frequency, and create quality alerts when issues arise. Quality Checks: Odoo provides different types of quality checks: Instructions, Pass/Fail, Measure, and Take a Picture. Reporting: Odoo's reporting features can be used to monitor the impact of the changes and track key performance indicators (KPIs). Using Odoo for Standarization (Act): Continuous Improvement: Continuous improvement is a general philosophy intended to help individuals and organizations constantly improve themselves and the work they produce. Skills Evolution: Use the Appraisals app to assess skills evolution and identify areas for further development. Adjustments: Based on the results of the "Check" phase, make necessary adjustments to the plan and repeat the cycle. Odoo's integrated suite of apps, particularly Helpdesk, Quality, Manufacturing, and Project, can be configured to support the PDCA cycle for continuous improvement in various aspects of your business.
In Odoo, your profile is integrated into the Contacts module, serving as a central place to manage your personal information and maintain a strong digital presence within the platform. There are two straightforward ways to access and update your profile. First, you can click on your user icon or name, typically located at the top-right corner of the Odoo interface (not visible in the image you provided but a standard feature in Odoo). This opens a dropdown menu where you can select "My Profile" or a similar option to view and edit your details. Alternatively, you can navigate through the Contacts module—visible in the menu you shared—by clicking on the Contacts app (the one with the person icon). Once inside, you can search for or select your own contact record, which acts as your profile. Here, you can update essential information like your name, email, phone number, role, and even add details like a profile picture or job title. Keeping this information accurate and complete enhances your digital presence in Odoo, ensuring that colleagues, managers, or other users can easily find and collaborate with you across the platform, whether through the Discuss module for messaging, Projects for task assignments, or other interconnected apps. This centralized profile management helps streamline communication and visibility within your organization’s Odoo ecosystem. CONTRALIZED CONTACTS 14
MARK YOUR OFFICE PRESENCE 15 "Contacts" module is generally designed to manage customer, supplier, or partner information, the "Employees" module is tailored for managing internal staff details and related HR functionalities. Employee-Specific Role and Department Details: The employee module includes fields like "Department" (e.g., Management/Research & Development/R&D USA) and "Job Position" (e.g., Experienced Developer), which are specific to internal organizational structure and roles. Manager and Coach Assignment: The module allows assignment of a "Manager" (e.g., Ronnie Hart) and a "Coach" (e.g., Keith Byrd), which are relevant for internal hierarchy and mentorship tracking. Work Information and Tags: Fields such as "Work Email," "Work Phone," "Work Mobile," and "Tags" (e.g., "Employee," "My Construction Business") are tailored for internal workforce management. While the Contacts module may include contact details, the employee module emphasizes work-specific communication channels and categorization tags that align with internal HR needs. Appraisal and Performance Tracking: The "Next Appraisal Date" (e.g., "Ongoing") and integration with appraisal-related actions (e.g., "Request Appraisal"). Skills Management: The module includes a "Skills" section where specific competencies (e.g., Marketing, Public Speaking, CMS, Communication, Programming Languages like JavaScript) are listed with proficiency levels (e.g., L3, L1, Elementary) and progress bars. Timeline and Activity Log: The "Timeline" section on the right shows a chronological log of activities (e.g., employee creation, messages from Ravi Bhattarai), which is useful for tracking HR-related events and communications. Resume and Experience Tracking: The "Resume" tab allows detailed logging of an employee’s work experience (e.g., current role as Experienced Developer since 12/16/2024, previous roles like Psychiatric Nurse) and education (e.g., Seymour P-12 College). Integration with HR-Specific Actions: Options like "Launch Plan," "Signature Request," and links to "Payroll," "Private Information," and "Settings" indicate HR-specific workflows (e.g., onboarding plans, payroll management). Employee Status and Onboarding: The module tracks the employee’s status (e.g., "In Contract Since: 03/01/2024") and includes onboardingrelated notes (e.g., recommendation to set up an onboarding plan).
This is a chatter section and good for in process discussion, attachments and log This is a main contacts form !! CONTRALIZED CONTACTS 16 Bank and Account Details of the Contacts More associated Contacts Customer or Vendor Details Internal Notes on Sales Geo location of a partner if any If Membership based sales features to be implemented, this tab stores the details
Here's a list of the key features of the Attendance module in Odoo: Check-in/Check-out: Employees can check in and out of work using a dedicated device in kiosk mode. Users can also check in and out directly from the Odoo database. Kiosk Mode: A dedicated device (PC, tablet, or mobile phone) for employees to use when they check in and out. Kiosks are needed for employees who do not have access to the database. Attendance Overview: Managers can quickly see who is available at any given time. Reporting: Create reports to see everyone’s hours. Gain insights on which employees are working overtime or checking out earlier than expected. Attendance Log Details: Odoo captures time and location details when a user checks in and out. Access Rights: If a user does not have administrative rights for the Attendances application, but they are set as an employee’s approver for the Attendances application, that user is able to view the attendance records for that specific employee, as well as make modifications to that employee’s attendance records, if necessary. Configuration: Determine how employees check in and out, defining how the kiosks function, and determining how extra hours are computed are all set in the Configuration menu. Views: To change the view from the default Gantt chart to a list view, click the List icon in the top right of the dashboard, beneath the user’s photo. Modes: Activate "Attendances from Backend" to allow users to check in and out directly from the Odoo database. ALL ABOUT ATTENDANCE 17
ATTENDANCE CONFIG 18 The Odoo Attendance module offers several configuration options to tailor its functionality to your company's needs. You can define how employees check in and out, choosing between using the Odoo backend or a kiosk mode. For kiosk mode, you can configure options for badge scanning, RFID, or manual check-in with a PIN. You can configure how extra hours (overtime) are calculated, including setting tolerance times in favor of the company or employee, and whether to display extra hours on check-out. These settings are accessible via the Attendances application under Configuration.
The Time Off module in Odoo allows you to manage and track employee vacation, sick leave, and other types of time off requests. Here are some of its key features: Request and Approval Process: Employees can easily submit time off requests through a user-friendly interface. These requests are then routed to the appropriate manager for approval. Allocation Requests: Allows employees to request additional time off allocations. Calendar Integration: The module integrates with the Odoo Calendar, providing a clear overview of employee availability and time off schedules. Reporting and Analytics: Generate reports on time off trends, helping you analyze employee absence patterns. Customizable Time Off Types: Configure different types of time off, such as vacation, sick leave, or personal days, with specific policies and rules. Automated Notifications: Automated notifications keep employees and managers informed about the status of time off requests. Integration with Payroll: Seamlessly integrates with the Payroll module to ensure accurate payroll processing. Employee Self-Service: Empowers employees to manage their own time off requests, view their time off balances, and track their time off history. Accrual Plans: Configure accrual plans to automatically grant employees time off based on their tenure or other criteria. ABOUT TIME OFF 19
The Discuss module in Odoo, as depicted in the image, is Odoo's built-in communication and collaboration tool, designed to facilitate seamless interaction and information sharing among team members. It serves as a centralized hub for messaging, notifications, and discussions, resembling platforms like Slack or Microsoft Teams. "Administrators" (a specific channel or group), indicating that this is a dedicated space for the administrative team at Derektor Holding. Key Features of the Discuss Module : Create dedicated channels for specific teams (e.g., project managers, engineers, procurement staff) with controlled access for selected members only. Share attachments (e.g., design blueprints, material lists, financial reports) directly in the main thread for easy access. Reply to specific threads for organized, context-specific conversations, such as addressing vessel construction timeline queries. Conduct online meetings with voice or video calls directly within the app for real-time collaboration. Enhance streamline communication across departments. Support efficient decision-making by facilitating coordinated discussions and reviews of project milestones. This feature ensures that important decisions, updates, and action plans are documented and accessible to all relevant team members. KEEP THE COLLABORATION 20
DISCUSS MODULE 21
DISCUSS MODULE 22
THINGS TO DO 23 After installing the Discuss app in Odoo, here are some key things you can do to configure and start using it effectively: Explore the Interface: Familiarize yourself with the Discuss dashboard, including the Inbox for unread messages, Starred for important messages, and History for chatter updates related to records you're assigned to or follow. Notes: ... ... .. ... ... Configure User Notifications: Go to Settings > Manage Users, select a user, and then click the Preferences tab to configure notification preferences. You can choose to handle notifications via email or within Odoo. Notes: ... ... .. ... ... Start a Meeting: Initiate video calls directly from the Discuss dashboard by clicking "Start a meeting" and inviting participants. You can also start a call from a direct message. Notes: ... ... .. ... ... Set up Channels: Organize communication by creating channels for different teams, projects, or topics. Notes: ... ... .. ... ... Use Canned Responses: Create and use canned responses for frequently asked questions or common replies to improve efficiency. Notes: ... ... .. ... ... Integrate with Live Chat: If you use the Website app, integrate Discuss with Live Chat to communicate with website visitors in real-time. Notes: ... ... .. ... ... Access Discuss from Other Apps: Use the speech bubble icon in the upper-right corner of the Odoo header to access chats and channels from any Odoo application. Notes: ... ... .. ... ...
Odoo Calendar Module: Key features Event Scheduling: Allows users to create and schedule meetings, events, and appointments by selecting a target date and time, with options for multi-day events and all-day settings. Multiple View Options: Offers Day, Week, Month, and Year views to display schedules, with the ability to switch between them using navigation arrows and a "Today" button. Attendee Management: Enables adding or creating attendees for events, with a checkbox to view team members’ availability and sync individual calendars. Recurring Events: Supports setting up recurrent events with customizable options, accessible via meeting edit or calendar settings. Share Availabilities: Allows users to share available time slots by dragging and selecting dates on the calendar, with the option to remove selections using a trash icon (available in Day view). Reminders and Notifications: Provides configurable reminder options to notify attendees about upcoming events. Integration with Other Apps: Syncs with Outlook and Google calendars, and allows creating events from chatter in modules like CRM or Projects, linking activities (e.g., meetings, calls) to the Calendar app. Virtual Meetings: Supports virtual meetings with a field to add a Videocall URL or generate an Odoo meeting link for direct access. Resource Management: Allows attaching resources to meetings (e.g., rooms, equipment) and preventing double-booking with configurable settings. Event Details: Supports adding descriptions, organizers (defaulting to the current user), and additional details like location for each event. Calendar Customization: Offers advanced features like color-coding events based on fields, changing order for same-date/hour events, and viewing event tags or categories. Employee Planning: Integrates with planning features to manage employee working times, using profiles and date intervals to compose complex schedules. MANAGE YOUR MEETINGS 24
List of things you can do after installing the Calendar module in Odoo: Configure User Settings: Timezone: Ensure your timezone is correctly set in your user preferences (Settings > My Profile) to avoid scheduling conflicts. Notifications: Configure your notification preferences to receive reminders for upcoming meetings. Synchronize with External Calendars: Google Calendar: Connect your Odoo calendar with your Google Calendar to synchronize events. Other Calendars: Explore options to synchronize with other calendar systems using iCal links or other integration methods. Create and Manage Events: Create Events: Schedule meetings, appointments, and other events directly in the calendar. Invite Attendees: Invite colleagues, customers, or other contacts to your events. Set Reminders: Configure reminders to receive notifications before events start. Recurring Events: Set up recurring events for regular meetings or appointments. Configure Meeting Types: Define Meeting Types: Create different meeting types (e.g., "Sales Meeting, " "Project Review") to categorize events. Set Default Durations: Define default durations for different meeting types to streamline scheduling. Integrate with Other Apps: CRM: Schedule meetings directly from opportunities in the CRM app. Project: Schedule project-related meetings and tasks in the calendar. Sales: Schedule sales calls and follow-up meetings in the calendar. Customize Calendar Views: Day, Week, Month Views: Switch between different calendar views to see your schedule in the most convenient format. Filters: Use filters to view specific types of events or events related to certain projects or teams. Explore Advanced Features: Resource Planning: Use the calendar to manage resource availability and schedule equipment or meeting rooms. Online Appointments: If you have the Online Appointments app, integrate it with the Calendar to allow customers to book appointments online. THINGS TO DO 25
Odoo Knowledge Module: Key features Article Creation and Management: Users can create articles with a title and body, using a robust text editor to format content with headings, lists, tables, images, and other media, ensuring visually appealing and well-structured documentation. Collaborative Editing: Multiple users can work on articles simultaneously, fostering teamwork by allowing real-time edits, discussions, and comments to share insights, ask questions, and provide feedback. Organized Workspaces: Articles are organized into workspaces such as Favorites, Workspace, and Private sections, with the ability to create custom folder structures for better categorization and easy access. Access Control and Permissions: Users can set specific permissions for each article, controlling who can read, edit, or manage content, ensuring security and tailored access for internal or external stakeholders. Content Sharing: Articles can be shared internally with team members or externally with clients, with options to assign roles like viewer or editor, and even publish articles to a website or portal for broader access. Rich Formatting and Templates: Offers tools to add emojis, cover images, and separators, along with the ability to create reusable templates (e.g., email drafts, project descriptions) that can be inserted into other Odoo modules like CRM or Sales. Version History and Recovery: Keeps a history of article updates, allowing users to restore previous versions at any time, ensuring no work is lost and changes can be tracked. Integration with Other Apps: Seamlessly connects with other Odoo modules, enabling users to reference articles in messages, tasks, or tickets, and retrieve content views from apps like Project or Helpdesk. Search and Filtering: Provides advanced search, sorting, and filtering options by categories, tags, or knowledge types, making it easy to locate specific information quickly. Chat Functionality: Includes a built-in chat feature for quick communication within the module, facilitating rapid resolution of queries or discussions related to articles. KNOWLEDGE MANAGEMENT 26
The Odoo To-Do app helps you organize and manage personal tasks. Here's a list of its features: Creation: Create to-dos by clicking New or the plus button (➕) next to a stage name. Add a title and save, or edit for more options. Create new to-dos from anywhere in Odoo using the command palette (Ctrl+K). Editing: Add tags, assignees, and additional information using the Odoo Editor. Use "/" in the editor box to structure and format content, add media, links, and widgets. Assignees: Adding assignees shares the to-do with the selected users. Integration: Convert to-dos into project tasks if you use the Project app. To-dos appear as private tasks under the "My Tasks" view in the Project app (identified by a padlock icon). Pipeline Management: Assigned to-dos are displayed on the app dashboard. Drag and drop to-dos to move them between stages. Create new stages using the "+ Personal Stage" button. Fold, edit, or delete stages using the gear button (⚙) next to a stage. Scheduling Activities: Schedule activities on a to-do by clicking the clock button on the app dashboard, then "+ Schedule an activity". Select an activity type, due date, and assignee. Add a summary and a more detailed description. Mobile App: Access the To-Do app on the go with Odoo's mobile app. TRACK YOUR TODO 27
The Odoo Documents app is used to store, manage, and share files within Odoo. Here's a list of its key features: Centralized File Storage: Store all types of files within Odoo, eliminating the need for external storage solutions. Workspace Organization: Organize documents into workspaces with specific access rights for different teams or projects. File Sharing: Share documents internally with other users or externally with customers and partners. Integration with Other Odoo Apps: Seamlessly integrates with other Odoo apps, such as Accounting, CRM, and Project, allowing you to attach documents to related records. Document Preview: Preview documents directly within Odoo without having to download them. Version Control: Keep track of different versions of a document and revert to previous versions if needed. Optical Character Recognition (OCR): Digitize scanned documents and PDFs using OCR technology, making them searchable and editable. Document Splitting and Merging: Split PDF documents into multiple files or merge multiple documents into one. Automated Actions: Automate actions based on document content or type, such as creating invoices from scanned receipts. Mobile Access: Access and manage documents on the go with Odoo's mobile app. Request Feature: Request files and organize them as documents to remind users to upload them. File Centralization: Centralize files attached to a specific area of your activity. Trash Excel Files: Option to trash Excel files after converting them to a Spreadsheet. Hotkeys: Use hotkeys to perform actions in the Split PDF tool. Workspace Sharing: Share a workspace from the workspace navigation panel. DOCUMENTS MANAGEMENT 28
List of things you can do after installing the Knowledge module in Odoo: Explore the Interface: Familiarize yourself with the Knowledge dashboard, including the articles, categories, and sharing options. Create Articles: Write New Articles: Start creating articles to document important information, procedures, or guidelines. Use Templates: Utilize pre-designed templates to structure your articles and ensure consistency. Format Content: Use the rich text editor to format your articles with headings, lists, images, and videos. Organize Articles: Create Categories: Create categories to organize your articles by topic, department, or project. Assign Articles to Categories: Assign articles to relevant categories to make them easy to find. Use Tags: Add tags to articles to further categorize and improve searchability. Configure Access Rights: Set Permissions: Define who can view, edit, or create articles based on user roles or groups. Share Articles: Share articles with specific users or teams. Integrate with Other Apps: Link to Records: Link articles to relevant records in other Odoo apps, such as projects, tasks, or customers. Use in Live Chat: Integrate Knowledge articles with Live Chat to quickly answer customer questions. Customize Settings: Configure Article Types: Define different article types (e.g., "How-To Guide, " "FAQ, " "Policy") to categorize articles. Set Default Values: Set default values for article properties, such as author and category. Promote Usage: Train Users: Train your team on how to use the Knowledge module to create, find, and share information. Encourage Contributions: Encourage employees to contribute their knowledge and expertise by creating and updating articles. Review and Update: Regularly Review Articles: Review articles regularly to ensure they are accurate and up-to-date. Update Content: Update articles as needed to reflect changes in processes, policies, or products. THINGS TO DO 29
30 DOCUMENTS MANAGEMENT PDF Split Document Settings
The Odoo Expenses module simplifies and streamlines the process of managing employee expenses. Here's a breakdown of its key features: Expense Submission: Employees can easily submit expenses with descriptions, amounts, and attachments (like receipts). Approval Workflow: A customizable approval process routes expenses to the appropriate managers for review and approval. Expense Types: Define different categories of expenses (e.g., travel, meals, accommodation) for better tracking and reporting. Reporting and Analytics: Generate detailed reports on expenses by employee, department, category, or date range. Integration with Accounting: Seamlessly integrates with Odoo Accounting to automatically create journal entries for approved expenses. Payment Processing: Reimburse employees directly through Odoo or integrate with payment gateways. Currency Support: Handles expenses in multiple currencies, automatically converting them to your company's base currency. Policy Enforcement: Set up expense policies and rules to ensure compliance and control spending. Mobile App: Employees can submit expenses on the go using the Odoo mobile app. Mileage Tracking: Track mileage expenses and automatically calculate reimbursement amounts based on distance traveled. Credit Card Integration: Import expenses directly from corporate credit card statements. Project Integration: Link expenses to specific projects for accurate cost tracking and project profitability analysis. Employee Self-Service: Employees can view their expense history, track reimbursement status, and manage their expense profiles. 31 EXPENSE BOOKING
The Odoo Sign module is an application that allows you to send, sign, and manage documents electronically. It streamlines the process of getting signatures on contracts, agreements, and other important paperwork, eliminating the need for printing, scanning, and mailing physical documents. Here's a breakdown of its key features and benefits: Core Functionality: Send Documents for Signature: You can upload documents (PDFs, etc.) to Odoo Sign and designate specific areas where signers need to add their signatures, initials, or other information. Electronic Signatures: Signers can easily add their legally binding electronic signatures to documents from any device (computer, tablet, or smartphone). Drag-and-Drop Interface: Odoo Sign provides a user-friendly drag-and-drop interface for placing signature fields, text fields, and other elements on your documents. Multi-Party Signing: You can send documents to multiple signers, specifying the signing order and roles for each participant. Real-time Tracking: Track the status of your documents in real-time, seeing when they have been sent, viewed, and signed. Automated Reminders: Set up automated reminders to nudge signers who haven't yet completed their signing tasks. Secure and Legally Compliant: Odoo Sign uses secure encryption and authentication methods to ensure the integrity and legality of your electronic signatures. It is designed to comply with e-signature laws and regulations in many countries (e.g., ESIGN Act in the US, eIDAS in Europe). Templates: Create reusable templates for frequently used documents, saving time and ensuring consistency. 32 DOCUMENT SIGN
The Odoo Timesheet module is designed to simplify time tracking for employees and provide valuable insights into project costs and resource allocation. Here's a summary of its key features: Time Tracking: Employees can easily record the time they spend on different tasks and projects. Project Integration: Seamlessly integrates with Odoo Projects, allowing you to track time spent on specific project tasks. Task Management: Employees can log time against specific tasks within a project, providing detailed insights into task progress. Validation Process: Timesheets can be submitted for approval, ensuring accuracy and compliance. Reporting and Analytics: Generate reports on employee time allocation, project costs, and overall productivity. Billing Integration: Integrates with Odoo Invoicing, allowing you to bill clients based on tracked time. Employee Self-Service: Employees can view their timesheet history, track their billable hours, and manage their time entries. Mobile Access: Employees can log time from anywhere using the Odoo mobile app. Customizable Views: Configure different views of the timesheet data to suit your specific needs. Real-Time Tracking: Track time in real-time as employees work on tasks. Attendance Tracking: Integrates with Odoo Attendance to track employee attendance and automatically populate timesheets. 33 TIME-SHEET ENTRIES
34 User Interface in Odoo Taking Inputs Form View View Records Tree View Pivot View Kanban View Map View Portal View Reports Graph and Charts 101: Learning the Basics Odoo Views & User Interface
Odoo offers a variety of view types to display and interact with data in different ways. Here's a breakdown of the most common view types in Odoo: Form View: Displays a single record in a detailed form, allowing users to view and edit all the fields of that record. It's the primary view for creating and modifying data. List View (also known as Tree View): Displays multiple records in a tabular format, with each row representing a record and each column representing a field. It's useful for browsing and searching through a large number of records. Kanban View: Displays records as cards in columns, allowing users to visually track the progress of tasks or projects. It's often used for workflow management. Calendar View: Displays records as events on a calendar, allowing users to visualize schedules and deadlines. Gantt View: Displays records as bars on a Gantt chart, allowing users to visualize project timelines and dependencies. Graph View: Displays data in a graphical format, such as bar charts, pie charts, or line charts, allowing users to analyze trends and patterns. Pivot View: Displays data in a summarized and aggregated format, allowing users to analyze data from different perspectives. Search View: Provides a search bar and filters that allow users to search and filter records based on specific criteria. Activity View: Displays a list of activities related to a record, such as emails, phone calls, or meetings. Map View: Displays records on a map, allowing users to visualize geographical data. Dashboard View: Allows you to create custom dashboards with key performance indicators (KPIs) and other important metrics. These different view types can be combined and customized to create a user interface that meets your specific needs. Odoo also allows you to create custom views using XML. 35 DIFFERENT VIEWS
What it is: Imagine a paper form you fill out with information. In Odoo, the Form View is the digital equivalent of that. It's a way to display all the details related to one specific item (or "record") in your database. Key Features and Explanation: "Displays a single record..." This means that when you open a Form View, you're looking at all the information for one thing – one customer, one product, one invoice, one task, etc. It's not a list; it's a detailed look at a single item. "...in a detailed form..." The information is presented in an organized layout, usually with labels and input fields. This makes it easy to see all the available data for that record. "...allowing users to view and edit all the fields of that record." The main purpose of the Form View is to let you see and change the information. You can read the existing data, type in new data, select options from dropdown menus, and so on. "It's the primary view for creating and modifying data." This is a crucial point. While you might see data in other views (like a List View), the Form View is usually where you create new records and make changes to existing ones. It's the main interface for interacting with the data in a detailed way. 36 FORM VIEWS
37 ANATOMY OF FORM VIEW Document Name Document Status/Workflow Document Status/Workflow Top Navigation Document Meta Data Related Data/Transactions Quick Links App Menu Items Command Buttons Form Fields Data Line Items Document Tabs Data Summary
The List View is like a spreadsheet or a table. It's designed to show you a summary of many different items (or "records") at the same time. Think of it as a quick way to scan through your data. Key Features and Explanation: "Displays multiple records..." This is the core idea. Unlike the Form View, which shows you all the details of one item, the List View shows you many items at once. "...in a tabular format..." The data is organized into rows and columns, just like a spreadsheet. This makes it easy to compare information across different records. "...with each row representing a record..." Each row in the table represents one item in your database – one customer, one product, one invoice, etc. "...and each column representing a field." Each column in the table represents a specific piece of information about those items – the customer's name, the product's price, the invoice date, etc. "It's useful for browsing and searching through a large number of records." This is the main benefit of the List View. It allows you to quickly scan through a large amount of data to find what you're looking for. You can often sort the columns to organize the data and use search filters to narrow down the results. 38 LIST/TREE VIEWS
Alternate Views List of Records 39 ANATOMY OF LIST VIEW Table/Record Headings S e a r c h Vie w No. of Records Search View Search View Settings Table Column Selection Quick Links T r e e / T a ble Vie w
The Kanban View is a visual way to organize and track tasks or projects as they move through different stages of a process. It uses a board with columns representing these stages, and cards representing individual tasks or items. Key Features and Explanation: "Displays records as cards..." Each item you're tracking (e.g., a task, a sales opportunity, a support ticket) is represented by a card. These cards typically show a summary of the item, such as its name, status, and assigned person. "...in columns..." The columns represent the different stages or steps in your workflow. For example, a sales process might have columns like "New," "Qualified," "Proposal Sent," and "Won." "...allowing users to visually track the progress of tasks or projects." The key benefit of the Kanban View is that it gives you a clear visual overview of where everything stands. You can see at a glance which tasks are in progress, which are blocked, and which are completed. "It's often used for workflow management." Kanban is a popular methodology for managing workflows, and the Kanban View in Odoo is designed to support this approach. It helps teams visualize their work, limit work in progress, and continuously improve their processes. Think of it like this: Imagine a physical whiteboard with sticky notes. Each sticky note represents a task, and the columns on the whiteboard represent the different stages of the project. You move the sticky notes from column to column as the tasks progress. The Kanban View in Odoo is the digital version of this. 40 KANBAN VIEWS
41 ANATOMY OF KANBAN VIEWS Kanban Stages Actual Kanban View Summary Users in Card Kanban Dashboard Kanban Boards Kanban Cards Document Tabs
The Calendar View presents your data as events on a calendar, making it easy to visualize schedules, deadlines, and appointments. It's particularly useful for managing activities that have a specific date and time associated with them. Key Features and Explanation: "Displays records as events..." Each item you're tracking (e.g., a meeting, a task with a due date, a sales call) is represented as an event on the calendar. "...on a calendar..." The events are displayed on a standard calendar grid, showing days, weeks, or months. "...allowing users to visualize schedules and deadlines." The main purpose of the Calendar View is to give you a clear visual overview of your schedule. You can quickly see what's coming up, when deadlines are approaching, and how your time is allocated. Think of it like this: It's like a digital version of a wall calendar or a desk planner. You can see all your appointments and deadlines at a glance. 42 CALANDER VIEWS
43 ANATOMY OF CALANDER VIEWS New Event Form Actual Kanban View Users in Calendar Month View Day Events Calander Filters
The Gantt View is a project management tool that visually represents project timelines, tasks, and dependencies using a Gantt chart. A Gantt chart is a horizontal bar chart that shows the start and end dates of tasks, as well as their relationships to each other. Key Features and Explanation: "Displays records as bars..." Each task or project activity is represented by a horizontal bar on the chart. The length of the bar indicates the duration of the task. "...on a Gantt chart..." The Gantt chart provides a visual timeline of the project, showing the start and end dates of all tasks. "...allowing users to visualize project timelines and dependencies." The key benefit of the Gantt View is that it allows you to see the overall project timeline, identify critical tasks, and understand how tasks depend on each other. Dependencies are often shown as lines connecting the bars, indicating that one task cannot start until another is finished. Think of it like this: Imagine a roadmap for a project. The Gantt chart shows all the steps involved, how long each step will take, and the order in which they need to be completed. 44 GANTT VIEWS
The Graph View transforms your data into visual charts and graphs, making it easier to understand trends, patterns, and relationships that might be difficult to spot in a table or list. Key Features and Explanation: "Displays data in a graphical format..." Instead of showing raw numbers or text, the Graph View uses visual elements like bars, lines, or slices to represent the data. "...such as bar charts, pie charts, or line charts..." Odoo typically offers several chart types to choose from, depending on the type of data you're visualizing and the insights you're trying to gain. Bar charts: Useful for comparing values across different categories. Pie charts: Useful for showing the proportion of different categories within a whole. Line charts: Useful for showing trends over time. "...allowing users to analyze trends and patterns." The main purpose of the Graph View is to help you quickly identify trends, patterns, and outliers in your data. This can lead to better decisionmaking and a deeper understanding of your business. Think of it like this: Imagine you have a spreadsheet full of sales data. It might be hard to see at a glance which products are selling the best or how sales have changed over time. The Graph View takes that data and turns it into a visual chart that makes those trends immediately obvious. 45 GRAPH VIEWS
The Pivot View is a powerful data analysis tool that allows you to summarize and aggregate data from different angles. It's like a dynamic table that lets you rearrange and analyze your data to uncover hidden relationships and insights. Key Features and Explanation: "Displays data in a summarized and aggregated format..." Instead of showing individual records, the Pivot View groups and summarizes the data based on the criteria you specify. This allows you to see totals, averages, counts, and other aggregate measures. "...allowing users to analyze data from different perspectives." The key benefit of the Pivot View is its flexibility. You can easily change the way the data is grouped and summarized to explore different relationships and answer different questions. Think of it like this: Imagine you have a large spreadsheet of sales data with columns for product, region, date, and revenue. The Pivot View lets you create a summary table that shows, for example, total revenue by product and region, or average revenue per sale by month. You can then easily rearrange the table to see the data from a different perspective. Example: Let's say you're using Odoo to manage your sales. Pivot View: You could use the Pivot View to: See total sales revenue by product category and sales representative. Analyze the average order value by customer segment and region. Track the number of sales opportunities created each month by sales team. Identify your top-performing products and customers. 46 PIVOT VIEWS
What it is: The Search View is a user interface element that provides a search bar and filters, enabling users to quickly find specific records within a list or other view. It's your primary tool for narrowing down a large dataset to find the information you need. Key Features and Explanation: "Provides a search bar..." This is a text input field where you can type in keywords or phrases to search for records that contain those terms. The search bar typically searches across multiple fields in the records. "...and filters..." Filters are pre-defined criteria that you can use to narrow down the results. Filters can be based on specific field values, date ranges, or other conditions. "...that allow users to search and filter records based on specific criteria." The main purpose of the Search View is to make it easy to find the records you're looking for, even in a large database. By using the search bar and filters, you can quickly narrow down the results to a manageable set. Think of it like this: Imagine you're searching for a specific email in your inbox. The search bar lets you type in keywords like the sender's name or the subject line. The filters let you narrow down the results by date, unread status, or other criteria. The Search View in Odoo works in a similar way. 47 SEARCH VIEWS
What it is: The Activity View provides a centralized place to see and manage all the scheduled and past activities related to a specific record (like a customer, a sales opportunity, a project, etc.). It's like a timeline of interactions and tasks associated with that record. Key Features and Explanation: "Displays a list of activities..." The Activity View shows a list of things that have happened or are planned to happen in relation to the record you're viewing. "...related to a record..." This means the activities are specific to the particular customer, opportunity, project, or whatever record you're looking at. It's not a general list of all activities in the system. "...such as emails, phone calls, or meetings." The types of activities that are typically tracked include: Emails: Incoming and outgoing emails related to the record. Phone Calls: Records of phone calls made or received. Meetings: Scheduled or completed meetings. Tasks: To-do items or tasks related to the record. Reminders: Reminders to follow up or take action. Think of it like this: Imagine you're looking at a customer's file. The Activity View is like a log that shows all the interactions you've had with that customer: emails you've sent, phone calls you've made, meetings you've attended, and tasks you need to complete. 48 ACTIVITY VIEWS
What it is: The Map View is a visual representation of your data plotted on a geographical map. It allows you to see the location of your records (like customers, partners, warehouses, etc.) and analyze your data based on their geographical distribution. Key Features and Explanation: "Displays records on a map..." The Map View takes records that have location information (typically an address) and plots them as markers or points on a map. "...allowing users to visualize geographical data." The main purpose of the Map View is to help you understand the spatial relationships in your data. You can see where your customers are located, identify areas with high concentrations of sales, or plan efficient delivery routes. Think of it like this: Imagine you have a list of all your customers with their addresses. The Map View takes that list and puts pins on a map showing where each customer is located. Example: Let's say you're using Odoo to manage your customers. Map View: You might use the Map View to: See the distribution of your customers across different regions. Identify areas where you have a high concentration of customers. Plan efficient sales routes for your sales team. Find nearby customers when you're on the road. 49 MAP VIEWS
What it is: The Dashboard View is a customizable interface that allows you to create personalized dashboards displaying key performance indicators (KPIs) and other important metrics relevant to your business. It provides a high-level overview of your business performance at a glance. Key Features and Explanation: "Allows you to create custom dashboards..." You have the flexibility to design your own dashboards, choosing which metrics to display and how to arrange them. "...with key performance indicators (KPIs)..." KPIs are quantifiable measures that reflect the critical success factors of your business. Examples include sales revenue, customer retention rate, website traffic, and production efficiency. "...and other important metrics." In addition to KPIs, you can display other relevant data points, such as charts, graphs, lists, and reports. Think of it like this: Imagine the instrument panel in a car. It shows you the most important information you need to know while driving, such as your speed, fuel level, and engine temperature. The Dashboard View in Odoo is like that instrument panel for your business. Example: Let's say you're using Odoo to manage your sales. Dashboard View: You might create a dashboard that displays: Total sales revenue for the current month. A chart showing sales trends over the past year. A list of your top-performing sales representatives. The number of open sales opportunities. A graph showing customer acquisition cost. 50 DASHBOARD VIEWS