Secure Shared Files

Sending contracts, drawings or price lists by e-mail leaves no control once the file is sent. This module stores each file in Odoo and lets the owner issue an individual protected link to every recipient, each with its own password, validity, view limit and download permission. It builds on the Secure QR core and integrates with Contacts and the chatter. Owners see who opened what and can revoke a link at any time.

1. 1

   Upload a file

   From the Shared files menu the user creates a record, names it, adds a description and uploads the file. The file is stored as a private attachment together with its type and size. The owner and company default to the current user and company.

   • Fields: name, description, file
   • Type and size shown
   • Owner and company default
2. 2

   Add a recipient

   The Add recipient button opens a wizard where the user types the recipient name or picks a contact and adds a phone number. Each recipient gets a separate share so links are never shared between people. The wizard is shown in the user's language.

   • Recipient name, contact, phone
   • One share per recipient
   • Wizard state: configure then done
3. 3

   Set validity, views and download

   In the wizard the user selects the validity mode with absolute days from issue and days after the first scan, and the maximum number of views where zero means unlimited. A checkbox allows the recipient to download the file. Defaults come from the company Secure QR settings.

   • Validity mode and days
   • Maximum views (0 = unlimited)
   • Allow download
4. 4

   Set the password and issue

   The user chooses to generate the password or type one, then presses Issue. The wizard shows the serial, password, link and QR code once. The Print QR card button prints a card for handing over.

   • Password: Generate or Type it
   • Buttons: Issue, Print QR card, Close
   • Serial, link and QR shown
5. 5

   Track access and views

   The file form lists recipients with state, views and expiry, and shows totals for views and the last access time. An access log button opens the detailed log. The owner is notified through the chatter when things happen.

   • Recipients list with state
   • Total views and last access
   • Access log
6. 6

   Reset the password or revoke

   On a recipient line the owner can press Reset password to issue a new one, Open link to view the public page, or Revoke to stop access immediately. Record rules make users see their own files while managers see the company's files.

   • Buttons: Reset password, Open link, Revoke
   • Users see own files
   • Managers see company files

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