How to Manage Document Attachments for Employees in Odoo HRMS

In today’s digital workplace, effective document management is essential—especially for HR teams juggling employee records, contracts, certifications, and compliance documents. Manually organizing files can quickly become overwhelming, leading to lost paperwork, delayed onboarding, and compliance risks.

Fortunately, Odoo HRMS offers a seamless, centralized way to manage employee documents—whether you’re working with a small team or a growing organization. In this blog, we’ll walk you through how to manage employee files using the core Employees module, and how you can supercharge your HR operations by integrating the powerful Documents app.

Let’s get started with a step-by-step breakdown.

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 Step 1: Access the Employee Record

1. Navigate to Employees > Employees from the main menu.
   
2. Select the employee whose documents you want to manage.
   

You’ll now be inside the employee’s detailed profile form, where all personal, job, and contract information is stored.

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 Step 2: Attach Documents to the Employee Profile

1. Look for the paperclip icon (📎) in the bottom-right corner of the form.
   
2. Click “Attach a File” to upload any relevant document.
   
3. You can upload:
   
   • ID proofs
     
   • Offer letters
     
   • Educational certificates
     
   • Employment contracts
     
   • NDA or policy documents
     

Each file is directly linked to the employee and stored in the database securely.

💡 Use naming conventions like ID_JohnDoe.pdf or Contract_JaneSmith_2025.pdf for better tracking.

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 Step 3: Enable the Documents Module (Optional but Recommended)

For growing teams or HR departments handling bulk documentation, the Documents module adds next-level organization.

To use it:

1. Go to Apps and install the Documents app.
   
2. Open Documents > Workspaces, and create a folder like “Human Resources.”
   
3. Upload and categorize files using tags such as:
   
   • Onboarding
     
   • Legal
     
   • Payroll
     
   • Exit
     

This structure allows your HR team to easily sort, search, and manage documents at scale.

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 Step 4: Automate Document Requests During Onboarding

Want to avoid chasing employees for paperwork? Automate it.

Here’s how:

1. Create an Onboarding Plan
   
   • Go to Employees > Configuration >Activity Plan> Onboarding Plans
     
   • Add document-related tasks (e.g., “Upload ID Proof,” “Submit Degree Certificate”)
     
2. Link the Plan to the Employee
   
   • Assign the plan when creating or editing an employee record
     
3. Track Completion
   
   • Use the onboarding task dashboard to monitor progress
     
   • Send reminders for pending uploads
     
4. Use the Documents App for Tracking
   
   • Documents can be linked to onboarding tasks via tags and filters
     
   • HR managers can review, validate, or reject files
     

 You can even automate email reminders using email templates and automated actions.

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 Step 5: Secure and Control Document Access

Odoo ensures that sensitive files are only seen by the right people.

• Go to Settings > Users & Companies > Users
  
• Assign appropriate roles like HR Officer or HR Manager
  
• Use record rules to restrict access to attachments
  
• Monitor file changes with audit logs (especially on Odoo.sh or enterprise)

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 Step 6: Maintain an Organized and Auditable File System

To keep your HR files clean and audit-ready:

•  Use folders and tags to categorize documents
  
•  Utilize filters and search to find files instantly
  
•  Archive outdated or redundant files
  
•  Schedule audits and backups regularly
  

With Odoo, everything is stored digitally and can be exported, printed, or referenced during legal or compliance reviews.

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 Final Thoughts

Odoo HRMS takes the stress out of managing employee documents. Whether you’re onboarding a new hire, updating contracts, or preparing for an audit, everything you need is just a few clicks away.

By integrating document management into your HRMS, you:

• Save time
  
• Reduce manual errors
  
• Boost HR team productivity
  
• Stay compliant and organized
  

 Need Help Setting Up Odoo HRMS?

At Odiware, we specialize in tailoring Odoo to your HR processes—from document workflows to onboarding automation. Let us help you build a secure, streamlined, and paperless HR system.

📞 Call Us: +91 86608 65440
📧 Email: sales@odiware.com
🌐 Visit: www.odiware.com