Documents - Sale
by Viindoo
| Lines of Code | 1238 |
| Technical name | viin_document_sale |
| License | OPL-1 |
| Website | https://viindoo.com/apps/modules/19.0/viin_document_sale |
| Read description for | v 14.0 v 15.0 v 16.0 v 17.0 v 18.0 |
| Required Apps | Invoicing (account) Discuss (mail) |
| Included Dependencies | Viindoo Base Documents Management Multilingual Tracking Token Expiration |
Every quotation and order, filed exactly where it belongs
Documents - Sale watches your Sales Orders and Quotations, then files their attachments into the Documents app automatically - one folder per order's Sales Team, not one shared pile for the whole department.
At a Glance
The facts of Documents - Sale, version 0.1.1, in one place. Published by Viindoo.
Extends viin_document -
see its documentation.
A folder for every order, not a shared pile
Many document bridges dump every attachment from a whole business process into one shared workspace. This one gives each Sales Team its own folder, nested under a ready-made "Sale" workspace, so a salesperson opens exactly the documents that belong to their orders - nothing else.
A review that actually closes
"Ask to Review" and "Approve" are wired onto every auto-created folder from day one. Ask a colleague to review a quotation, and when they approve it, the review activity it raised closes itself - no manual follow-up to remember.
Nothing to configure before you start
The "Sale" document team, workspace, and four ready-made tags are active from install. Attach a file to any Sales Order and it is already organized, with no setup step required first.
Key Features
Documents Smart Button on Every Order
Jump straight from a Quotation or confirmed order to its filed attachments, without leaving the order.
Automatic Filing by Sales Team
The Sale Document Generation Rule routes every order's attachments into a folder named after its own Sales Team, nested under the "Sale" workspace, with no manual filing.
Workspaces & Documents on the Team Form
A Sales Manager opens their whole team's document folder, or jumps straight to its filed documents, right from the Sales Team screen.
"Ask to Review" and "Approve", Wired In
Every auto-created team folder ships with both actions ready to use; approving a document closes the review activity it raised.
Four Ready-Made Sale Tags
"Sale Quotation", "Sale Order", "Sale Specs" and "Quotation Expired" are pre-defined under a "Sale" category and ready to apply with a click.
A Dedicated Sale Workspace & Team
Ready from install - no need to build the folder structure or the access group yourself.
Existing Orders Backfilled on Install
The first run of the rule files attachments already sitting on your existing Sales Orders, not only the ones created afterward.
How It Works
A salesperson attaches a supporting file - a spec sheet, a signed PDF - to a Quotation or Sales Order, the way they already do today.
Documents - Sale detects the attachment and files a matching document into a folder named after the order's Sales Team, nested under "Sale" - no extra step from the salesperson.
Anyone on the order clicks its "Documents" smart button to jump straight to what was just filed.
A Sales Manager opens the same folder from the Sales Team form instead, using the "Workspaces" and "Documents" buttons added there - no need to go through an individual order first.
When it is time for a second pair of eyes, click "Ask to Review"; when the reviewer clicks "Approve", the review activity closes on its own.
Apply one of the ready-made tags - "Sale Quotation", "Sale Order", "Sale Specs" - to keep documents easy to filter and find later. Tagging is a manual step; new documents are not tagged automatically.
See Every Team's Folder at a Glance
The "Sale" workspace nests one folder per Sales Team. Open a team's folder and its filed attachments are already there, tagged and ready to review.
Open a Team's Documents From the Sales Team Form
A Sales Manager reaches the whole team's folder, or its filed documents directly, without going through an individual order first.
Tag a Document in One Click
Apply one of the four ready-made Sale tags from the document's info panel - filing is automatic, tagging stays a deliberate choice.
Need help with Documents - Sale?
Support
apps.support@viindoo.comTechnical Requirement
- Odoo version: 19.0
- Editions: Odoo Community Edition, Viindoo SaaS
- Depends on: Documents Management, Sales
- License: OPL-1
Who Should Use This Module?
Salesperson
Attaches quotations and specs to an order the way they already do - and never has to think about filing them anywhere else.
Sales Manager
Opens a whole team's document folder from the Sales Team screen, and keeps a review moving with "Ask to Review" and "Approve".
Documents Administrator
Confirms the Sale document-generation rule, its workspace, and its wired actions from Documents > Configuration - or adds "Set Quotation to Expired" to the rule's action list.
Frequently Asked Questions
Do I need Odoo Enterprise?
No. Documents - Sale runs on Odoo Community and Viindoo SaaS - no Enterprise licence required.
Does it activate automatically when I install Sales?
No. Install it explicitly, alongside Documents Management and Sales - it does not activate itself just because Sales is installed.
Are newly filed documents tagged automatically?
No. Filing is automatic; tagging is a manual step. The four "Sale" category tags - "Sale Quotation", "Sale Order", "Sale Specs", "Quotation Expired" - are ready to apply, but you choose when and where.
Does "Set Quotation to Expired" apply to every quotation folder out of the box?
Out of the box, it is wired onto the built-in "Sale" workspace and ready to use there. To have it also appear on the folders the rule auto-creates per Sales Team, add it to the Document Generation Rule's own list of actions - a one-time configuration step.
Does it need demo data to work?
No. The "Sale" workspace, team, tags, action and generation rule are all active on a plain install. Demo data only adds two sample sub-workspaces and a few example documents, useful for exploring the module before you have real data of your own.
Documents - Sale
Note
Extends viin_document - see its documentation: ../../viin_document/doc/index.rst
Documents - Sale connects the Sales app to the Documents app. Once installed, every file you attach to a Quotation or Sales Order is filed automatically into the Documents app, sorted by Sales Team, ready to tag, review and approve without leaving the Documents workspace.
Installation
Documents - Sale depends on the Documents and Sales apps; Odoo installs both automatically if they are not already present.
- Open Apps.
- Search for Documents - Sale.
- Click Activate.
On install, the module immediately files any attachment already sitting on an existing Sales Order into the Documents app - you do not have to wait for a future save to see your existing files show up, and every attachment you add afterward keeps being filed the same way.
Configuration
Nothing needs to be set up before you start attaching files - the module ships pre-configured.
What ships automatically
- A Sale folder at Documents ‣ Master Data ‣ Workspaces.
- A Sale document team at Documents ‣ Master Data ‣ Teams, led by the Administrator.
- A Sale tag category at Documents ‣ Master Data ‣ Tag Categories, with four tags: Sale Quotation, Sale Order, Sale Specs and Quotation Expired.
The Document Generation Rule
The automatic filing is driven by a rule at Documents ‣ Configuration ‣ Document Generation Rule. Open the Sales Order row to see how it is set up: the Workspace Field is the order's own Sales Team field, and the Parent Workspace is Sale - so every team gets its own sub-folder under Sale the first time one of its orders gets an attachment. The Actions tab lists Ask to Review and Approve as the two actions offered on every folder this rule creates.
Who can act on a filed document
The Sale folder ships with its Writable Groups set to Sales / Administrator, its Readable Groups set to Sales / User: All Documents, and Groups Own Document Only set to Sales / User: Own Documents Only - so editing the folder itself (its tags, its rules, moving documents between folders) is reserved for a Sales Administrator.
That said, a document filed through this module stays linked back to the Sales Order it came from - shown as its Resource field in the document's own info panel - so anyone who can already edit that Sales Order can tag it or run its actions too, even without Sales Administrator access to the folder.
Usage
File a Quotation's supporting documents automatically
- Open Sales ‣ Orders ‣ Quotations and open the Quotation or Sales Order you want to attach a file to.
- In the chatter, click Attach Files and upload the file.
- Once the upload finishes, a Documents smart button appears on the order - it stays hidden until the order has at least one filed document. Click it to jump straight to the Documents app, filtered to this order.
The file is filed under Sale, inside a sub-folder named after the order's own Sales Team - created automatically the first time that team's orders get an attachment.
Review a Sales Team's filed documents
- Open Sales ‣ Configuration ‣ Sales Teams and open a team.
- Click the Workspaces smart button to open that team's own document folder directly.
- Click the Documents smart button (only visible once the team has at least one filed document) to see every document filed under that team.
Classify a document with a Sale tag
- Open Documents ‣ Documents and click a document to open its info panel.
- In the Tags field, pick one of the four pre-defined Sale tags: Sale Quotation, Sale Order, Sale Specs or Quotation Expired.
The tag is saved immediately and can be used to filter the Documents list from the Sale section of the search panel. These four tags ship with no colour, so a tag you apply is still fully usable for filtering and search, but it will not show as a coloured chip on the document's kanban card - only inside the document's own info panel.
Ask for review, then approve
Every folder this module auto-creates offers two actions in a document's info panel: Ask to Review and Approve.
- Open the document and, under Actions, click Ask to Review. The document picks up a To Review status tag, and a review activity is scheduled, due the next day.
- Once the file has been checked, click Approve. The status tag switches from To Review to Approved, and the pending review activity is closed.
The status tag (To Review / Approved) and the Sale-category tag (Sale Quotation, and so on) live in separate tag categories, so a document keeps both at the same time - one records what kind of document it is, the other records where it stands in the review.
Mark a quotation document as expired
Set Quotation to Expired replaces a document's Sale-category tag with Quotation Expired in one click. It ships on the pre-built Sale folder and on the sample documents in demo data, but it is not included in the per-team sub-folders this module creates automatically - see Troubleshooting below if you attach a file and do not see it.
- Open Documents ‣ Documents and open a document that already carries the action - for example, one of the sample quotations shipped with demo data.
- Under Actions, click Set Quotation to Expired.
Troubleshooting
- The Documents smart button does not show up on my Sales Order. It only appears once the order has at least one filed document - attach a file first.
- A newly filed document has no tag. Documents filed automatically always arrive untagged; add one yourself from the info panel's Tags field.
- A tag does not show as a coloured chip on the kanban card. These four tags ship with no colour, so they only appear inside the document's own info panel - they still work for search and filtering.
- I do not see Set Quotation to Expired on a document filed from a live Sales Order. This action is not included in the per-team sub-folders this module creates automatically - it is only available on the pre-built Sale folder and on demo documents. An administrator can add it to every future folder by opening Documents ‣ Configuration ‣ Document Generation Rule, the Sales Order row, and adding Set Quotation to Expired to its Actions tab.
- I get an access error running an action. Acting on a document needs either Sales Administrator access to its folder, or edit access to the Sales Order it is linked to - ask a Sales Administrator if neither applies to you.
FAQ
- Does every attachment on a Sales Order get filed automatically?
- Yes. Any file attached to a Quotation or Sales Order is picked up as soon as the upload finishes, including files on orders that already existed before the module was installed.
- Do I need to create the Sale folder, team or tags myself?
- No. They ship ready to use the moment the module is installed.
- Can I use Set Quotation to Expired on documents from my own new orders?
- Not by default - see Troubleshooting above for the one configuration step that adds it to every future folder.
- Does every Sales Team get its own folder, or do they share one?
- Each Sales Team gets its own sub-folder, created automatically under Sale the first time one of its orders gets an attachment - teams do not share a single folder.
Instruction video
Watch the Documents - Sale demo video.
This software and associated files (the "Software") may only be used (executed, modified, executed after modifications) if you have purchased a valid license from the authors, typically via Odoo Apps, or if you have received a written agreement from the authors of the Software (see the COPYRIGHT file).
You may develop Odoo modules that use the Software as a library (typically by depending on it, importing it and using its resources), but without copying any source code or material from the Software. You may distribute those modules under the license of your choice, provided that this license is compatible with the terms of the Odoo Proprietary License (For example: LGPL, MIT, or proprietary licenses similar to this one).
It is forbidden to publish, distribute, sublicense, or sell copies of the Software or modified copies of the Software.
The above copyright notice and this permission notice must be included in all copies or substantial portions of the Software.
THE SOFTWARE IS PROVIDED "AS IS", WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. IN NO EVENT SHALL THE AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM, DAMAGES OR OTHER LIABILITY, WHETHER IN AN ACTION OF CONTRACT, TORT OR OTHERWISE, ARISING FROM, OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN THE SOFTWARE.