Workflows and automation

Introduction to automation in Odoo

Automating processes in Odoo raises operational efficiency: it reduces manual tasks, keeps processes consistent and frees time for work of higher value.

The types of automation available

Odoo offers several complementary automation mechanisms:

• automated actions: triggering actions when conditions are met;
• scheduled actions: running actions on a calendar;
• workflows: sequencing the steps of a process;
• alert rules: notifications based on conditions;
• email and SMS templates: automated communication;
• marketing automation (Enterprise edition).

Automated actions

The principle

Automated actions run an action when a particular event occurs and certain conditions are met:

1. Open Settings › Technical › Automation › Automation Rules.
2. Create a new rule.
3. Set the basic parameters: - a descriptive name; - the model concerned: contacts, invoices, orders and so on; - the type of trigger: creation, update, periodic and so on.
4. Configure the conditions under which it applies, through filters.
5. Define the action to run.
6. Enable the automation.

The triggers available are:

• On creation: the action runs when a new record is created.
• On update: the action runs when a record is changed.
• On creation and update: combines the two previous triggers.
• On archive and unarchive: the action runs when a record changes state.
• Time-based: the action runs after a delay or on a given date.
• Based on a Python expression: for advanced custom triggers.

The types of action available

Automated actions can carry out various operations:

• sending an email or an SMS;
• creating, updating or deleting records;
• running a Python method;
• adding followers to a document;
• creating an activity, that is a task to carry out;
• sending an internal notification to users.

Examples of use

Automated actions serve many scenarios:

• sending a welcome email to every new customer;
• creating an approval task when an order exceeds a given amount;
• categorising products automatically against certain criteria;
• updating the sales prices when the purchase cost changes;
• notifying the sales manager of high-value opportunities;
• creating a down payment invoice automatically when an order is confirmed.

Scheduled actions

Configuring periodic actions

Scheduled actions run operations at regular intervals:

1. Open Settings › Technical › Automation › Scheduled Actions.
2. Create a new scheduled action.
3. Configure the parameters: - a descriptive name; - the model concerned; - the Python method to run; - the frequency: daily, weekly and so on; - the next execution date.
4. Enable the scheduled action.

Common uses

Scheduled actions are particularly useful for:

• generating recurring invoices;
• sending periodic reports;
• running month-end computations;
• synchronising data with outside systems;
• cleaning up or archiving old data;
• running replenishment computations;
• sending alerts about contracts or subscriptions approaching their end.

Notification rules

Configuring a notification

The same mechanism serves to notify users when certain conditions are met. The rule is built in the same place, with a notification as its action:

1. Open Settings › Technical › Automation › Automation Rules.
2. Create a new rule on the model concerned.
3. Define the conditions under which it applies.
4. Choose the action Send Email, Send SMS or Create Activity.
5. State the recipients: users, teams or followers of the document.
6. Enable the rule.

Typical use cases

Notification rules are particularly useful for:

• alerting on low stock;
• notifying late payments;
• flagging significant margin variances;
• alerting on blocked orders;
• notifying the creation of high-potential prospects;
• reporting new customers arriving in a strategic segment.

Communication templates

Email templates

Email templates standardise and automate your communications:

1. Open Settings › Technical › Email › Email Templates.
2. Create a new template.
3. Configure the elements: - the name of the template; - the data model it applies to; - the subject of the email; - the body of the message, with dynamic variables; - the default attachments; - the sender and the recipients.
4. Use variables to personalise the content.
5. Test the template before using it in production.

Automating communications

To automate the sending of communications:

1. create email templates for each type of communication;
2. attach them to automated or scheduled actions;
3. configure the conditions for sending;
4. for business processes, build the sending into the workflows.

Examples:

• a confirmation email when an order is created;
• a payment reminder for overdue invoices;
• a delivery notification with the tracking information;
• a request for feedback after a product or service is delivered;
• contract renewal alerts;
• targeted marketing communications.

Custom workflows

Designing workflows

To design an effective workflow:

1. identify clearly the process to automate;
2. list every step of the process;
3. determine the conditions for moving from one step to the next;
4. define the actions to run at each transition;
5. identify the roles and responsibilities;
6. document the workflow for future reference.

Implementing it in Odoo

In Odoo, workflows are generally implemented by combining:

1. the states and stages of the document, that is the statuses in its life cycle;
2. tracking fields: dates, responsible users, priorities;
3. automated actions for the transitions;
4. access rights to control who can approve each step;
5. notifications and activities for the human follow-up.

An example, for an expense claim:

1. the employee creates an expense claim (status: draft);
2. an automated action notifies the manager for approval;
3. the manager reviews and approves (status: approved);
4. an automated action creates a task for the accounting department;
5. the accountant checks the receipts and validates (status: validated);
6. an automated action generates the payment;
7. the treasurer makes the payment (status: paid);
8. an automated action notifies the employee and closes the file.

Advanced automation

Odoo Studio (Enterprise)

With Odoo Studio, in the Enterprise edition, you can build automations with no code:

1. add computed fields with formulas;
2. create actions at interface level;
3. customise the views and the processes;
4. add custom action buttons;
5. change the existing workflows.

Specific development

For highly specific automations:

1. develop custom modules;
2. write bespoke Python methods;
3. implement custom triggers;
4. interface Odoo with outside systems;
5. use the Odoo API for advanced integrations.

Outside integrations

API and web services

Odoo can integrate with outside systems through:

1. a REST API (JSON-RPC);
2. an XML-RPC API;
3. webhooks for outgoing events;
4. specific connectors for third-party applications.

Examples:

• synchronising with an outside e-commerce site;
• integration with payment systems;
• connecting to business intelligence tools;
• exchanging data with specialised business software;
• interfacing with electronic data interchange systems;
• synchronising with custom mobile applications.

Ready-made connectors

Odoo offers connectors for many third-party services:

• payment gateways (PayPal, Stripe, Adyen and others);
• delivery services (UPS, FedEx, DHL and others);
• marketplaces (Amazon, eBay and others);
• content management systems (WordPress, Shopify and others);
• communication tools (MailChimp, Twilio and others);
• social platforms.

Good practice in automation

A methodical approach

To make a success of your automation projects:

1. start by mapping your current processes;
2. identify the inefficiencies and the bottlenecks;
3. prioritise the automations by their impact and their complexity;
4. proceed in stages, starting with the simple cases;
5. test each automation carefully before going live;
6. train the users on the new processes;
7. measure the results and adjust where needed.

Pitfalls to avoid

A few common mistakes to avoid:

• over-automating processes that call for human judgement;
• building automations so complex they are hard to maintain;
• neglecting to document the automations put in place;
• implementing contradictory rules that interfere with one another;
• ignoring user training on the new processes;
• neglecting to test edge cases and exceptions.

Monitoring and maintenance

To keep your automations working over time:

1. put logging in place for the automated actions;
2. review the logs regularly to spot anomalies;
3. create alerts for automation failures;
4. update the automations when the processes change;
5. document every automation to make maintenance easier;
6. adjust the automations in the light of user feedback.