Odoo 19 – Document: Accelerate your document processing with Odoo’s AI

An intelligent and collaborative document space 

Odoo’s Documents application acts as a true collaborative workspace to centralize and organize your files. You will find : 

• A personal drive for your own documents. 
• Shared folders with specific collaborators. 
• The company drive. 

You can add files to the application in several ways: by uploading them directly, by simple drag-and-drop, or by sending an attachment to the dedicated email alias. 

Then, Odoo AI takes care of the rest. Thanks to your prompts (your instructions), the documents : 

• can be recognized (for example: if the client name on the document is my company, it is a vendor bill, otherwise it is treated as a customer invoice). 
• can be sorted (for example: they can be sent to specific folders). 
• can be associated with tags (for example: if a document contains several invoices, Odoo automatically adds the tag “to split”). 
• can go through a validation step (for example: any invoice over 5,000 euros triggers an approval activity assigned to a specific user).  
• can even generate records (for example: creation of invoices).  

Please note that AI can run at the frequency of your choice, or following a manual trigger via the “Auto-sort” action.  

Best practices for writing effective prompts 

A) To make the most of Odoo Documents AI, it is essential to structure your prompts clearly and hierarchically. For example:  

1. If the document is an invoice, classify it in the Finance folder;  
2. If it is a contract or a legal document, send it to the Legal folder. 

This organization ensures that each file type automatically finds its place. You can also add subpoints if necessary.  

B) Add dynamic fields or records in the prompt (via ‘/’) to retrieve information from the database. 

C) Add actions to be performed by the AI in the section ‘What actions can the AI take’ (e.g.: create a vendor bill, add a tag, create an activity, ...). If the action does not exist, you can create one (type the action name and click on ‘Create and edit’). 

D) Another best practice: plan a “safety net” by directing unrecognized documents to a control folder (to review). For example: 3 → if it is none of the above, place it in the “To check” folder. This way, you keep control of the business logic while minimizing human intervention. 

E) Finally, for smooth management, consider adding specific prompts for special cases such as detecting files containing multiple documents, or triggering a manual validation, for example, for invoices above a certain amount. 

Examples of prompts  

For more inspiration, here are some prompt examples:

Learn more about the authors of the article :