Defining your own user processes
25.6 Managing Attachments
As you see, you can connect any directory in the document management system to an OpenERP resource. The system then manages its creation and keeps the directory synchronized with the reports generated by OpenERP from its own data. You do not have to create or rename these directories because OpenERP does all this automatically as it resynchronizes with its own database. You can then copy the files in the directories that correspond to any of the resources. The files are automatically attached to OpenERP’s documents through attachment management. Conversely, if you attach a document to one of OpenERP’s resources then that document will automatically become visible over FTP in the document management system. Note: File Storage If you do not install the document management system then the files that are attached to an OpenERP resource are stored directly in the database. Once the document management system has been installed, the contents of the files are no longer stored in the database but are stored instead on the OpenERP server filesystem in a directory named ‘filestore’. You can then read and add attachments to OpenERP resources quite independent of the OpenERP interface or the FTP server using simple drag and drop.25.7 Virtual Files
The most well-organized companies keep track of all the documents they have sent to customers in their document management system. It is very useful to be able to retrieve every document about a customer or a project. But the work of storing these documents can itself often take up quite a bit of time for staff. Each report must be saved in the document management system as well as simply being sent by email to the customer. That is not the case in Open ERP. To automatically make Open ERP reports available in the FTP server, Open ERP automatically uses virtual files. You can put virtual files into directories that have the special type of linked resource and link the virtual files to Open ERP’s reports. Note: Virtual Files Virtual files do not actually exist in Open ERP but are made visible with a size of 0 in the FTP server. Once these files have been read by the client software, Open ERP prints the document related to this file and returns a PDF document linked to the resource. When you copy or open a virtual file you print the selected resource. You do not then have to go and print a document through Open ERP – you just open the file containing that document in the document management system. The PDF file is then created in real time by Open ERP by reading the relevant data. The screen Virtual files for Sales Orders in Open ERP shows the parameters of the virtual files in Orders. You define the virtual files using the name ORDERNUM_print.pdf, where ORDERNUM represents the reference to the order. To do this you must check the option Include Record Name of the file for a directory. You can then find a virtual file for each report associated with an order. Figure 25.9: Virtual files for Sales Orders in Open ERP 382 To see the effect of this configuration, connect to the FTP server and go into a directory for an order such as Documents → Sales Order → All Sales Order → SO003. You can then just click the file SO003_print.pdf to get a printout of Order SO003. You can attach it to an email or put it on your desktop. Figure 25.10: Virtual files for Sales Orders through FTP This system of virtual files is very useful in a lot of situations. For example if you must quickly re-send a quotation to a customer you do not have to open Open ERP, you can just attach the relevant virtual file to your email. Importantly, once files have been read or copied they become real files, taking up real space, rather than just virtual. This means that you can keep a legal record of all documents that have been created and sent to customers and suppliers.25.8 Standardizing Structures
You now have a configuration that enables you to automatically get a directory structure linked to Open ERP for each resource, such as for projects and orders. The ideal situation would now be to automatically structure the documents about projects, say. For example, you could classify them depending on their type: • Quotations, • Meeting Minutes, • Delivery Documents, • Documentation. Open ERP provides you with a system that lets you create a structure type for each type of a given document. It then provides that classification for all documents in the directories structured in that type. So create the structure above for your project management system. To do that, create the four directories above and give them the following data: • Type : Static Directory, • Parent Model : Analytic Account. Then in each project represented by analytic accounts you will get this substructure for organizing your documents efficiently. 383 Figure 25.11: Substructure common to all projects Tip: Mapping In practice, Open ERP does not create directories or files for every resource. It actually manages this by mapping between Open ERP resources and the FTP interface This approach gives a lot of flexibility because there is no synchronizing to do, nor any redundancy. Changes in either the document management system or in Open ERP will automatically be reflected over in the other side. And system resources are obviously not used up by storing things twice. Once a new project has been defined in Open ERP, the system automatically creates a directory corresponding to the project in the right place in the document management system, and creates a structure type there for classifying documents.25.9 Searching for documents
You have seen several methods of accessing documents quickly: • From attachments to an Open ERP resource, • Through FTP access to Open ERP, • Using the menu Document Management → Structure of Directories. But if you do not know where a specific document can be found, Open ERP also has a search tool integrated into its document management. To search for a file use the menu Knowledge → Documents → Documents. You get to a document search view that lets you search amongst all the attachments and all the documents in the FTP server. You can search for a file using various different criteria: • The attachment name, • The attachment type,Parts
» Think Different Materi ERP openerp book v6
» Why this book? Think Different Materi ERP openerp book v6
» Independent Installation on Windows
» Installation on Linux Ubuntu
» Creating the database Database Creation
» Extending Open ERP New OpenERP functionality
» Database creation Think Different Materi ERP openerp book v6
» Preferences toolbar To connect to OpenERP
» Configuring Users Managing partners
» The Configuration Reconfigure wizard
» Installing an application module from the Modules list
» Installing a module with its dependencies
» Installing additional functionality Installing new functionality
» General Features What’s new in OpenERP
» Business Application-related Features What’s new in OpenERP
» Basic Concepts Getting started with OpenERP
» Boost your Sales Getting started with OpenERP
» Manage your Books Getting started with OpenERP
» Drive your Projects Getting started with OpenERP
» Driving your Sales Getting started with OpenERP
» Driving your Purchases Getting started with OpenERP
» Organise your Warehouse Getting started with OpenERP
» Measure your Business Performance Track your Process Flows
» Business Example Basic Settings
» Get your Database Up and Running with Demo Data
» Fit your Needs Think Different Materi ERP openerp book v6
» Configuring Accounts Database setup
» Configuring Journals Configuring the Main Company
» Creating partner categories, partners and their contacts
» Creating products and their categories
» Stock locations Database setup
» Setting up a chart of accounts
» Make a backup of the database
» Purchase Order Driving a Purchase Sales Flow
» Receiving Goods Driving a Purchase Sales Flow
» Invoice Control Driving a Purchase Sales Flow
» Paying the supplier Driving a Purchase Sales Flow
» From Sales Proposal to Sales Order
» Preparing goods for shipping to customers Invoicing Goods Customer Payment
» Terminology What is in it for you?
» Filtering your Partners Contacts Addresses Partner Categories
» Fetchmail Advanced Customer Relations
» Automated Actions Advanced Customer Relations
» Profiling Advanced Customer Relations
» Report Designer Advanced Customer Relations
» Helpdesk Calendars Think Different Materi ERP openerp book v6
» Analyzing Performance Think Different Materi ERP openerp book v6
» Automating actions using rules
» Installation and Configuration Using the e-mail gateway
» Creating and maintaining cases
» Supplier relationship management Think Different Materi ERP openerp book v6
» Establishing the profiles of prospects
» Using profiles effectively Profiling
» Installing the Outlook plugin
» Configuring the Outlook plugin
» Installing the Thunderbird plugin
» Configuring the Thunderbird plugin
» Using the Thunderbird plugin
» Automate your leads with Marketing Campaigns
» Defining a Marketing Campaign in OpenERP Guidelines for creating a campaign
» Customer Receipts Supplier Vouchers
» Draft Invoices Accounting Workflow and Automatic Invoice Creation
» Reconciliation and Payments Accounting Workflow and Automatic Invoice Creation
» Cancelling an Invoice Invoices
» Credit Notes Refunds Invoices
» Managing Bank Statements Accounting Entries
» Manual entry Accounting Entries
» Import Invoices Accounting Entries
» Cash Management Accounting Entries
» Reconciliation Process Accounting Entries
» How to Manage your Payment Orders?
» Financial Analysis of Partners
» Taxation Statutory Taxes and Chart of accounts
» General Ledger and Trial Balance
» The Accounting Journals Statutory Taxes and Chart of accounts
» Management Indicators Company Financial Analysis
» Good Management Budgeting Company Financial Analysis
» The Accounting Dashboard Company Financial Analysis
» Using a Preconfigured Chart of Accounts Creating a Chart of Accounts
» Payment Terms Opening Entries
» Case 1: Industrial Manufacturing Enterprise
» Case 2: Law Firm To each enterprise its own Analytic Chart of Accounts
» Case 3 : IT Services Company
» Setting up the Chart of Accounts
» Creating Journals Putting Analytic Accounts in Place
» Integrated with General Accounting
» Manual Entries Analytic Entries
» Analysis per account Financial Analysis
» Key indicators Financial Analysis
» Management of staff Managing Human Resources
» Contract Management Managing Human Resources
» Entering timesheet data Timesheets
» Managing by department Timesheets
» An integrated process Employee Expenses
» Recruitments Hire New People
» Assessments Inspire your People
» Holiday Management Inspire your People
» Fixed Price contracts Managing Service Contracts
» Cost-reimbursement contracts Managing Service Contracts
» Fixed-price contracts invoiced as services are worked
» Contracts limited to a quantity
» Creating Projects and Related Tasks
» Managing tasks Project Management
» Invoicing Tasks Project Management
» Priority Management Project Management
» Delegate your Tasks Project Management
» Project Phases Long Term Project Planning
» Scheduling Long Term Project Planning
» Planning by time or by tasks?
» Not everything that is urgent is necessarily important Organizing your life systematically
» Understanding Double-Entry Stock Management
» Product Types From Supplier to Customer
» Procurement Methods – Make to Stock and Make to Order Supply Methods
» Units of Measure From Supplier to Customer
» Receipt of a Supplier Order by Purchase Order
» Receipt of a Supplier Order by Product Customer Delivery
» Customer Delivery by Product
» Stock Locations Basic Logistics Configuration
» Location Types Basic Logistics Configuration
» Location Addresses Basic Logistics Configuration
» Accounting Valuation in Real Time
» Linked locations Basic Logistics Configuration
» Structuring locations Basic Logistics Configuration
» Handling Customer Orders Basic Logistics Configuration
» Linked Production Basic Logistics Configuration
» Push Flows Logistics Configuration in a Multi-Company Environment
» Pull Flows Logistics Configuration in a Multi-Company Environment
» Stock Rental Locations Import Export
» Automatic Procurement Minimum Stock Rules
» Stock Moves Management of Lots and Traceability
» Lots Management of Lots and Traceability
» The different journals Management by Journal
» Using the journals Management by Journal
» Requirements Calculation Scheduling Just in Time
» Planning Managing Partial Deliveries Receiving Supplier Products
» Manual Data Entry of Goods Receipt
» Confirming pre-generated Goods Receipt Documents
» Confirmation by Selecting Products Waiting Product Routing
» Management of production Think Different Materi ERP openerp book v6
» Configurable Bills of Materials
» Manufacturing Think Different Materi ERP openerp book v6
» The customer order Workflow for complete production
» Producing an Intermediate Product
» Manufacture of finished product Delivery of product to the customer
» Invoicing at delivery Workflow for complete production
» Security days Calculation of lead times
» Definition of concepts Operations
» Routing Impact on the production order
» Work operations Management of operations
» Subcontracting manufacture Events and barcodes
» Scheduling Treatment of exceptions
» Entering data for a new repair Repair workflow
» Invoicing the repair Management of repairs
» Manual procurement Management of waste products and secondary products Sales Quotations
» Packaging Think Different Materi ERP openerp book v6
» Alerts Think Different Materi ERP openerp book v6
» Order Configuration Control Deliveries and Invoicing
» Picking Mode Control Deliveries and Invoicing
» Tariff Grids Management of Carriers
» Delivery Modes Management of Carriers
» Delivery based on Ordered Quantities
» Margins by Product Keep Track of your Margins
» Margins by Project Keep Track of your Margins
» Creating Price Lists Example
» Rebates at the End of a Campaign
» Open Orders Layout Templates
» Price Request from the Supplier
» Goods Receipt All the Elements of a Complete Workflow
» Control based on Goods Receipt
» Tenders Price Revisions All the Elements of a Complete Workflow
» Elementary Statistics Purchase Analysis
» Analytic Accounts Think Different Materi ERP openerp book v6
» Examples of Process Process Integration in the Management System
» Using processes effectively Workflows and User Processes
» Defining your own user processes
» The importance of good document management
» Classic document management solutions
» Getting Started The OpenERP Solution
» Internal and External Access using FTP
» Mapping between OpenERP Resources and Directories
» Standardizing Structures Searching for documents Working with users’ changes Version Management
» OpenERP Server Setup Think Different Materi ERP openerp book v6
» DNS Server Setup Think Different Materi ERP openerp book v6
» SSL Setup Think Different Materi ERP openerp book v6
» Calendars on iPhone Think Different Materi ERP openerp book v6
» Prerequisites Calendars on Android
» How to configure? Calendars on Android
» Calendars in Evolution Think Different Materi ERP openerp book v6
» Prerequisites Calendars in SunbirdLightning
» Configuration Calendars in SunbirdLightning
» Creating a Configuration Module
» Changing the menu Configuring the menu
» Personalizing the welcome page for each user Assigning default values to fields
» Changing the terminology Configuring the menu
» User Login Think Different Materi ERP openerp book v6
» Managing access rights Think Different Materi ERP openerp book v6
» Modification history Groups and Users
» Configuring workflows and processes
» Managing statistical reports Configuring reports
» Managing document templates with OpenOffice.org
» Creating common headers for reports
» Exporting Open ERP data to CSV
» Importing CSV data to Open ERP
» The CSV format for complex database structures
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