Revolutionize Your Workflow: Master Odoo ONLYOFFICE Integration in 5 Steps

Are you tired of juggling multiple applications to manage your business documents? Do you wish you could create, edit, and collaborate on Word, Excel, and PowerPoint files directly within your Odoo environment? Imagine a world where your documents live exactly where your business runs, seamlessly integrated and ready for real-time collaboration. This is precisely what the powerful Odoo ONLYOFFICE Integration brings to the table.

This comprehensive guide will walk you through every step of connecting ONLYOFFICE Docs with your Odoo 18 system. We’ll cover everything from initial setup and configuration to advanced document editing and leveraging dynamic templates, empowering you to unlock new levels of efficiency and productivity.

The Power of Odoo ONLYOFFICE Integration: Why It Matters for Your Business

In today’s fast-paced business world, efficient document management is not just a luxury – it’s a necessity. Companies of all sizes grapple daily with contracts, invoices, reports, and presentations. Manually creating or constantly switching between platforms to handle these documents can significantly undermine your team’s productivity and introduce costly errors.

The Odoo ONLYOFFICE Integration offers a robust solution, transforming your Odoo platform into a centralized hub for all your document needs. ONLYOFFICE Docs is a powerful, open-source online office suite designed specifically for real-world collaboration and deep integration into business systems.

Key Benefits of this Seamless Integration:

• Centralized Workflow: Keep your documents, data, and business processes consolidated within Odoo, eliminating the need to export, import, or toggle between separate applications.
• Real-time Collaboration: Empower your teams to co-edit documents, spreadsheets, and presentations simultaneously, complete with built-in chat, commenting, revision history, and track changes.
• Enhanced Productivity: Reduce time spent on document creation and management. Generate pre-filled forms and automate routine document tasks with ease.
• Data Accuracy: Pull data directly from your Odoo records into document templates, minimizing manual data entry errors and ensuring consistency.
• Versatile Document Handling: Work with a wide array of file formats, including DOCX, XLSX, PPTX, and even PDFs, directly within Odoo.
• Robust Security: Benefit from enterprise-grade security features like JWT tokens, access control, sandbox editing, and full audit logs, keeping your sensitive data protected.

This integrated office solution isn’t just convenient; it’s a strategic move towards advanced document automation and operational excellence.

Step 1: Preparing Your Foundation – Installing ONLYOFFICE Docs

Before integrating ONLYOFFICE with Odoo, you need a running instance of ONLYOFFICE Docs. This online office suite can be deployed in various ways, catering to different technical environments and preferences.

Choose Your ONLYOFFICE Docs Deployment Method:

ONLYOFFICE offers several options for deployment, from local installations to scalable cloud solutions. Select the one that best fits your infrastructure:

• For Local Setups & Small Internal Networks (Windows/Linux):
  • Windows: Download the .exe file from the ONLYOFFICE download page. The installation wizard is straightforward for quick deployment.
  • Linux (Debian, Ubuntu, RHEL): Install via DEB or RPM packages using APT or YUM. Instructions are available on the ONLYOFFICE website for various distributions.
• For Fast & Clean Deployment (Docker):
  • The Docker image is highly recommended for its simplicity and portability. You can run their official install script or pull directly from Docker Hub. This is often the fastest way to get ONLYOFFICE Docs up and running.
• For Ubuntu Users (Snap Package):
  • If you’re on Ubuntu with Snap support, you can install instantly using sudo snap install onlyoffice-desktopeditors.
• For Cloud Platforms (Vultr, Digital Ocean, AWS):
  • Deploy a readymade cloud instance of ONLYOFFICE Docs. Many hosting providers offer pre-configured apps or Docker Stacks, making cloud deployment convenient.
• For Enterprise Environments (UCS – Univention Corporate Server):
  • ONLYOFFICE is available in the Univention App Center, ideal for businesses using UCS as their base system.

Important Consideration: The ONLYOFFICE Docs Community Edition is free under AGPL version 3, with full source code on GitHub. It’s perfect for tech-savvy teams handling non-critical yet essential document work, supporting up to 20 concurrent connections per server instance. For larger usage or more advanced features, consider their enterprise scaling options.

Step 2: Bridging the Gap – Installing the Odoo ONLYOFFICE Connector Modules

Once your ONLYOFFICE Docs instance is ready, the next crucial step in establishing the Odoo ONLYOFFICE Integration is installing the connector modules within your Odoo system.

1. Clone the ONLYOFFICE Odoo Modules:

The official ONLYOFFICE connector for Odoo consists of three core modules, hosted on GitHub.

• Navigate to the GitHub repository: github.com/onlyoffice/onlyoffice_odoou
• You’ll find three essential modules within this repository:
  • onlyoffice_odoou (the main integration module)
  • onlyoffice_odoou_documents (enables direct document editing)
  • onlyoffice_odoou_templates (for dynamic document generation)
• Clone the Repository: Use HTTPS, SSH, or GitHub CLI to clone all three modules to a local directory on your machine. For instance, using SSH:
  bash git clone git@github.com:ONLYOFFICE/onlyoffice_odoou.git

2. Copy Modules to Your Custom Addons Folder:

• Locate your Odoo installation’s custom addons folder. This is where Odoo looks for custom modules.
• Copy the three cloned onlyoffice_odoou modules (the folders themselves) into this custom addons directory.
  • Tip for Docker users: If your Odoo is running in a Docker container, you might find the addons folder mounted within your Docker volume, often at a path like /var/lib/odoo/addons or /odoo/addons inside the container, which maps to a persistent volume on your host system.

Alternative: Download from Odoo Apps:

If you prefer a direct download, you can also obtain these modules from the Odoo Apps store:

• Visit the Odoo Apps website.
• Search for “ONLYOFFICE”.
• Download the modules compatible with your Odoo 18 version.

3. Update Your Odoo Apps List:

After placing the modules, Odoo needs to recognize them.

• Ensure your Odoo instance is running.
• Log in to your Odoo environment.
• Activate Developer Mode: Go to Settings -> Scroll down to Developer Tools -> Click on Activate the developer mode. This is crucial for accessing module installation options.
• Navigate to Apps (or Applications).
• Click the Update Apps List button. This action tells Odoo to scan your addons paths for new modules.

4. Install the pyjwt Dependency:

The Odoo ONLYOFFICE Integration requires the pyjwt Python library for secure communication (JWT tokens). This needs to be installed in your Odoo environment’s Python dependencies.

• Access your Odoo server’s command line via SSH.
• If Odoo is running in a Docker container, enter the container’s shell (e.g., docker exec -it <odoo_container_name> bash).
• Run one of the following commands to install pyjwt:
  bash pip3 install pyjwt # or, if pip is not directly in PATH: python3 -m pip install pyjwt # or, if experiencing permissions issues: pip3 install pyjwt --break-system-packages
  You should see a message indicating the package is successfully installed or already satisfied.

5. Install the ONLYOFFICE Odoo Modules:

Finally, activate the modules within Odoo.

• Back in your Odoo Apps section, search for “ONLYOFFICE”.
• You will see the three modules: OnlyOffice, OnlyOffice Documents, and OnlyOffice Templates.
• Activate OnlyOffice Documents first. Activating OnlyOffice Documents will automatically install the base OnlyOffice module as a prerequisite.
• Once OnlyOffice Documents is installed, proceed to activate OnlyOffice Templates.

Step 3: Configuring Your Odoo ONLYOFFICE Integration for Seamless Operation

With the modules installed, the next critical step for a functional Odoo ONLYOFFICE Integration is to configure the connection settings between Odoo and your ONLYOFFICE Docs server.

1. Access ONLYOFFICE Settings:

• In your Odoo instance, go to Settings.
• Ensure developer mode is still active.
• Look for “ONLYOFFICE” in the left-hand menu or search bar and click on it.

2. Configure Your Document Server URL:
Odoo provides three ways to connect to an ONLYOFFICE Docs server:

• Option A: Using Your Own Dedicated ONLYOFFICE Docs Server (Recommended for Production)
  • If you have deployed your own ONLYOFFICE Docs instance (as discussed in Step 1), you will enter its addresses here.
  • Document Server URL: Enter the public-facing URL of your ONLYOFFICE Docs server (e.g., https://docs.yourdomain.com/). This is where Odoo will send browser requests to open documents.
  • Document Editing Service Address for Internal Requests: Enter the internal IP address or hostname of your ONLYOFFICE Docs server (e.g., http://192.168.1.10:8000/ or http://onlyoffice-docs-server/). Odoo uses this address for server-to-server communication (e.g., for saving documents back).
• Option B: Connect to Demo ONLYOFFICE Docs Server (For Testing Only)
  • This option allows you to quickly try out the integration using a temporary demo server provided by ONLYOFFICE. However, it’s for limited-period testing and not suitable for production environments due to data security and persistence concerns.
• Option C: Get Now (Trial/Demo)
  • Clicking “Get Now” directs you to a form where you can request demo credentials for a short-term trial.
  • After filling out the form (Full Name, Email, Tariff Plan, Platform), you will receive an email containing crucial information:
    • Docs Address (Document Server URL): This is the URL you’ll place in both the “Document Server URL” and “Document Editing Service Address for Internal Requests” fields in Odoo.
    • Docs JWT Header: The name of the header containing the JWT token.
    • Docs JWT Secret: The secret key used for signing and validating JWT tokens.

3. Enter JWT Credentials (Crucial for Security):

• Document Server JWT Secret: Enter the secret key you received (or configured for your own server). This token ensures that only authorized requests can access and modify documents, providing a robust layer of security for your Odoo ONLYOFFICE Integration.
• Document Server JWT Header: Enter the header name (e.g., Authorization, X-Authorization).

4. Save Settings:

• After filling in all the necessary details, click the Save button. Your Odoo instance is now configured to communicate with your ONLYOFFICE Docs server.

Step 4: Unleashing Document Power – Editing & Collaboration with Odoo ONLYOFFICE Integration

With the Odoo ONLYOFFICE Integration fully configured, you’re ready to experience the seamless document workflow. You can now open, edit, and collaborate on various file types directly within Odoo, eliminating the need to download files, edit them externally, and then re-upload.

1. Editing Documents in the Discuss Module (General Document Management):

The Discuss module is a common place to share and manage general documents within Odoo.

• Navigate to the Discuss module in Odoo.
• Choose any channel where you want to share a document.
• Upload a File: Attach a document (DOCX, XLSX, PPTX, or PDF) to a message.
• Click the ONLYOFFICE Icon: Once the file is sent, you’ll see a distinct ONLYOFFICE icon button next to the attached file. Click this button.
• Direct Editing: The file will immediately open in the ONLYOFFICE editor within your Odoo interface. You’ll have access to a full suite of editing tools, just as you would in a traditional desktop office application.
• Collaborate: Start co-editing with colleagues in real-time, leveraging features like comments, chat, and revision history. Changes are automatically saved back to Odoo.

2. Editing Documents Directly Within Odoo Applications (Contextual Document Management):

The true power of Odoo ONLYOFFICE Integration shines when you integrate document editing into your specific business workflows.

• Go to any relevant Odoo application, such as Sales, Purchases, Projects, or HR.
• Access a Record: Open an existing record (e.g., a Sale Order, a Customer Record, an Employee Profile) or create a new one.
• Attach a Document: Use the “Log a Note” or “Attachment” section to add a document to that specific record.
• Edit In-Context: Similar to the Discuss module, an ONLYOFFICE icon will appear next to the attached file. Click it to open the document directly in the ONLYOFFICE editor.
• Seamless Workflow: This allows your team to edit contracts attached to sales orders, update project specifications, or refine HR policies without ever leaving the context of the Odoo record, significantly streamlining operations.

This capability to directly edit and collaborate on diverse document formats, including annotating and filling PDF forms, highlights the versatility and user-friendliness of this powerful integrated office solution.

Step 5: Master Document Automation with Odoo ONLYOFFICE Templates

The ONLYOFFICE Templates module is arguably the most transformative feature of the Odoo ONLYOFFICE Integration, enabling you to generate dynamic, professional documents directly from your Odoo records. This saves immense time, reduces manual errors, and standardizes your documentation.

Think about the documents your business handles daily: sales contracts, invoices, HR agreements, reports, bills of lading. Creating these from scratch or copying and pasting data is a productivity drain. Ready-to-use, fillable form templates can automate much of this effort.

Key Capabilities of ONLYOFFICE Templates:

• Create New Templates: Design form templates for any Odoo module (Sales, Accounting, HR, Project Management, etc.).
• Edit, Download, Delete: Full management control over existing templates.
• Role-Based Access: Assign User and Administrator roles for efficient template management.
• Print Pre-filled Forms: Generate documents instantly, pre-populated with data from your Odoo fields.

1. Access ONLYOFFICE Templates:

• Ensure the OnlyOffice Templates module is installed (as per Step 2).
• From your Odoo home screen, locate and click on the ONLYOFFICE Templates menu item.

2. Manage Existing Templates:

• The ONLYOFFICE Templates view will display any pre-built or custom templates.
• To manage a template, click the three dots button (context menu) on the right corner of each template entry. Here, you can choose to Edit, Download, or Delete the template.

3. Create a New Template (Step-by-Step):

• Enable Developer Mode: If not already active, enable developer mode in Odoo settings.
• Click “New”: In the ONLYOFFICE Templates view, click the New button.
• Configure Template Details:
  • Template Name: Give your template a clear, descriptive name (e.g., “Sale Order Discount Email”, “New Employee Contract”).
  • Model: This is critical! Specify the Odoo model this template is for. This tells Odoo which fields can be used dynamically.
    • Tip: To find the model name, go to an Odoo record that uses the data you need (e.g., a Sale Order). Look at the URL; it will often contain model=sale.order (the model is sale.order).
    • Select the appropriate model from the dropdown (e.g., Sale Order).
  • Upload File (Optional): You can upload an existing document (e.g., a DOCX contract) as a base for your template. For this tutorial, we’ll create one from scratch.
• Save the Template: Click Save.

4. Edit Template in ONLYOFFICE Editor (Designing with Dynamic Fields):

• Once saved, open your newly created template. It will automatically launch in the ONLYOFFICE editor.
• This is where you design your document and insert dynamic fields. ONLYOFFICE provides intuitive tools:
  • Text field, Combo box, Drop down, Checkbox, Radio button, Image
• Insert Dynamic Fields: This is the magic!
  • Type your static text as usual.
  • When you want to insert Odoo data, use the “Field” option in the ONLYOFFICE editor.
  • Search for the relevant field within your selected Odoo model.
  • Example: Creating a Sales Discount Email Template:Dear {Customer Name}, We are offering a discount of {Order Line Discount} on your order with reference number {Order Reference}. You will be getting a discount on the whole total, which is {Order Total}. Sincerely, [Your Company Name]
    • In the editor, after “Dear “, you’d insert the “Customer Name” field (e.g., from sale.order model, search for customer, then name).
    • For “Order Line Discount”, you’d search for order line, then discount.
    • For “Order Reference”, search for order reference.
    • For “Order Total”, search for order line, then total.
• As you design, changes are automatically saved. When done, you can simply close the editor.

5. Using the Template to Generate Documents in Odoo:

• Go to the Odoo module related to your template (e.g., Sales).
• Open an existing record that contains the data you want to populate into the template (e.g., a specific Sale Order).
• Click the Action button (usually a gear or dropdown menu icon) at the top of the record.
• Select Print with ONLYOFFICE.
• A window will appear, listing the templates relevant to that Odoo model.
• Choose your newly created template (e.g., “Sale Order Discount Email”).
• Click Print.
• Voila! Odoo will generate a fully populated document based on the current record’s data, ready for download or printing. This dramatically simplifies processes like generating contracts, invoices, or HR letters.

Elevate Your Business Workflow with Odoo ONLYOFFICE Integration

The seamless Odoo ONLYOFFICE Integration is more than just a convenient feature; it’s a strategic enhancement for your Odoo ecosystem. By centralizing document creation, editing, and automation, you empower your team to work faster, smarter, and more professionally.

From real-time co-editing of critical reports in the Discuss module to instantly generating tailored sales contracts with dynamic data from your Odoo records, this integration significantly boosts operational efficiency. It eliminates manual data entry, minimizes errors, and ensures consistency across all your documentation.

Whether you’re in sales, accounting, human resources, project management, or recruitment, the capabilities offered by Odoo ONLYOFFICE Integration will streamline your document workflows, allowing your team to focus on core business activities rather than tedious document preparation.

Ready to transform your Odoo experience? Dive in, explore the possibilities, and unlock unparalleled productivity. If you found this guide helpful, share it with your team and let us know in the comments how the Odoo ONLYOFFICE Integration has revolutionized your workflow!