Document management and surveys in Odoo 16

Store documents linked to Odoo records with the document management system developed by Binovo, and create surveys. Here you will find 13 Binovo tutorial videos (46 min) organized into 2 sections. Each video includes a summary and a step-by-step description of what it shows.

Odoo 16 · Updated October 13, 2026 · See all areas

Document Management System (DMS) 8 videos

Introduction to the Odoo Document Management System developed by Binovo2:02

Binovo’s DMS manages Odoo’s file attachments: it lets you categorize and filter them quickly, regardless of where they are attached.

What the video shows
  • Document sources: generated by Odoo, uploaded manually, or received from a contact in a chatter message thread
  • Categorization with tags and quick filtering of documents spread across different records
  • Validity date with a notification when the document expires, so you can attach a new one with different dates

Structure of the Odoo Document Management System7:40

Structure of the DMS module: which documents and fields are displayed. It lets you set expiry or validity dates and notification dates, and adds buttons in CRM, Purchase, Sales, Project and Invoicing that show the documents of the record.

What the video shows
  • The DMS list shows attachments according to the user’s permissions: a user who can only see their own sales orders only sees the files linked to them
  • The Documentation filter is applied by default, which hides images; when you remove it, they are listed too
  • Columns: resource name, model, resource field, file name, validity and notification dates, tags, size, company and creation
  • Tags generate a list of checkboxes on the left side of the screen to filter the files
  • Documents smart button on CRM, Sales, Purchase, Project and Invoicing / Accounting records, which filters the files of that record

Link between the Odoo record and the file2:16

How attachments depend on records: every file attached in Odoo is always linked to a record, a key concept for managing the DMS.

What the video shows
  • Every document, image or PDF attached in Odoo must be linked to a record; without a record, nothing can be attached
  • Attachments are stored in the record’s chatter, in the paperclip or in messages, and are also displayed in the DMS module
  • Examples: an image linked to a contact and the documents of a sales order, visible in the DMS next to the record they belong to

Documents generated from Odoo in the DMS3:42

Any Odoo process (a purchase order, a sales order, an invoice…) generates associated documents that are stored in the document management system developed by Binovo.

What the video shows
  • Sending a sales order by email, which generates the quotation PDF and attaches it to the paperclip and to the record’s Documents smart button
  • The file also appears as a line in the DMS module list
  • Fields editable from the DMS or from the record’s button: name, file (delete and upload again), tags, and validity and notification dates
  • The related record is displayed as a link and takes you directly to the order the file belongs to

Documents uploaded in the thread of a message sent from Odoo3:38

All documents generated and associated in the traceability of a process (Purchase, Sales, HR, Project…) are stored in the document management system developed by Binovo.

What the video shows
  • Duplicating a sales order and emailing it to the customer from the order itself
  • Replying to that email from the external mailbox with an attached annex document
  • The received attachment appears in the order’s chatter and in the Documents smart button, which now shows two documents
  • The DMS list includes the PDF of the order that was sent and the received file (ODT), the latter shown as created by OdooBot

How to manually attach documents to our Odoo Document Management System1:59

What happens when you manually attach images from the chatter of a record, such as a contact: they are automatically linked in the DMS.

What the video shows
  • On the contact form, images are attached from the chatter, one by one or several at once, with a preview depending on format and size
  • Contacts has no smart button to the DMS, but the DMS shows the lines for those attachments linked to the record name

Managing tags and quick filters in the DMS5:29

Creating and assigning colored tags to DMS files to categorize and filter them quickly.

What the video shows
  • Tags are created on the fly from the file itself in the DMS, assigning them a color, or from Settings, Tags
  • They are assigned to several files: for example “Sales orders”, “Contact information” or a tag with the customer’s name
  • The tags you create appear in the DMS left-hand panel, and ticking them filters the files that carry them
  • Documents can also be tagged from a record’s Documents smart button, which shows the files linked to it

Validity and notification dates on files3:23

Validity date and notification date on DMS files to receive an advance warning before a document expires.

What the video shows
  • On the document attached to a quotation that was sent, the validity date and the date on which a notification must be sent are filled in
  • The scheduled action (cron) sends the notice to the document’s followers; in the example it is run manually
  • OdooBot posts the upcoming expiry notice in the order’s chatter and emails it to the followers
  • On the file, the Notified checkbox is ticked to avoid repeating the notice; if it is unticked, the cron notifies again

Surveys 5 videos

Introduction to the Odoo Surveys module1:41

An overview of the Surveys module.

What the video shows
  • Uses of the module: surveys of any kind, and exams or certifications that can issue certificates
  • Menus: Surveys (create and manage), Participants (who has responded) and Questions & Answers (questions, suggested values and detailed answers)

How to create a survey in Odoo1:42

Creating a satisfaction survey in the Surveys module, as a starting point for adding the different question types later.

What the video shows
  • The Questions & Answers menu only summarizes the existing questions by survey and their type; it does not allow you to create them
  • Creating the survey from the Surveys menu, named Satisfaction survey, and saving it

Multiple choice questions: Only one answer6:50

Adding a multiple choice question with a single answer to a satisfaction survey, with its Answers, Description and Options tabs.

What the video shows
  • Adding a question with a title and the multiple choice, single answer type; an image shows what the chosen type looks like
  • Answers tab with the options (excellent, very good, good, fair, poor), each with the option to add an image
  • Description tab for instructions, images or text that help respondents answer
  • Options tab: comments field (which can count as an answer), mandatory answer with error message, and time limit in live sessions
  • Conditional display: the question is only shown if a specific answer is chosen in a trigger question

How to create a Multiple Choice question: several answers3:26

Adding to a survey a multiple choice question that accepts several answers.

What the video shows
  • Adding a question and choosing the multiple choice, multiple answers type; the help image changes depending on the chosen type
  • Question wording with the instruction to select all that apply, which can go in the title or in the description
  • Adding the possible answers (technical support, consulting, training, none of the above, etc.), each with the option to add an image
  • The description and options tabs are handled in the same way as in the single-answer question

How to create a multiple-line text box question1:45

Adding to a survey a multiple-line text box question to collect suggestions or comments from respondents.

What the video shows
  • Adding a question and choosing the multiple-line text box type, with the same options as the other questions
  • Question text and description with the instruction for the respondent (multiline text area, maximum 500 characters), then save and close

Frequently asked questions about document management and surveys in Odoo

What is Binovo’s document management system for Odoo?

A module developed by Binovo that brings together all of Odoo’s file attachments, always linked to their record (order, invoice, project…), with tags and filters to find them quickly.

Can expiry dates be set for documents?

Yes. Each document can have a validity date and a notification date, and in CRM, Purchase, Sales, Project and Invoicing a button shows the documents of the record.

Want to see how Odoo would work in your company?

At Binovo we implement Odoo, develop custom modules and train your team. We show you your own processes in a demo.

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