Version, Govern, and Retain Every Document
Full version history, lifecycle approvals, and GDPR-grade retention and purge — one unified app for controlled documents, with no Enterprise Documents or DMS dependency.
The problem
Teams manage contracts, SOPs, drawings, and legal records the same way they manage disposable files — with no version chain, no audit trail, and no controlled rollback. The usual workaround, filename conventions like contract_final_v2_actual.pdf, loses history and leaves nobody sure which file is authoritative. Meanwhile the same documents accumulate indefinitely, driving database growth and direct GDPR non-compliance risk for any organisation that must prove lawful retention.
The solution
One app unifies the three disciplines competitors sell separately: automatic version control with one-click rollback and comparison, a governed draft-to-active lifecycle with approvals and locking, and configurable GDPR retention policies with legal hold, an immutable audit log, and scheduled purge — all on Community and Enterprise, with no Documents or DMS dependency.
Everything document control requires
Every capability below is implemented in the module.
Automatic Version Control
Every content update creates a new version automatically and links it to its predecessor, so the chain never depends on the user keeping the filename identical. Roll back to any prior version with one click and an automatic audit entry.
Major/Minor Numbering
Configurable major/minor version numbering (1.0 to 1.1 minor, 1.0 to 2.0 major) starts consistently at 1 across every upload point — the form, the chatter, and the upload wizard all follow the same scheme.
Side-by-Side Version Comparison
Compare any two versions of a document side by side — metadata, checksum, author, and change notes — directly from a dedicated comparison wizard, without downloading either file.
Lifecycle & Approval Governance
Documents move through a Draft, Active, Superseded, Rejected lifecycle with a statusbar, approval requests, notifications to approvers, and rejection-reason logging, guaranteeing a single authoritative version per record.
Check-In/Check-Out Locking
Transparent check-out and check-in locking shows a visible lock indicator and automatically checks a document back in after a configurable timeout, preventing concurrent-edit conflicts without blocking the team.
GDPR Retention Policies
Build per-model retention policies with a configurable period, a recorded legal basis, and a chosen base date field, so every retention clock starts from the legally correct event.
Automated Purge with Legal Hold
Scheduled evaluation flags records as they become due, with configurable pre-expiry warnings and four purge actions — anonymise fields, delete attachment, archive, or delete record. A legal hold flag blocks purge regardless of due date, and an optional DPO review wizard adds a manual sign-off step.
Immutable Audit Log & Certificate
Every version, approval, and purge action is written to an audit log that cannot be edited, plus a printable retention compliance certificate report for auditor-ready evidence on demand.
Works on Any Odoo Model
A generic versioning mixin brings document control, version history, and a Documents smart button to any model — contracts, invoices, drawings, or custom records — with model-level rules to include or exclude document types.
How it works
Configure
Set up document categories with versioning and increment rules, and build retention policies with legal basis and purge actions in one centralised policy builder.
Upload & Version
Upload a new file from the form, the wizard, or the chatter. Each update automatically creates a linked version with a change note and the next version number previewed before saving.
Govern & Approve
Move a version from draft to active through an approval workflow, or lock it for editing with visible check-out/check-in, so there is always one authoritative document.
Retain, Purge & Audit
Scheduled evaluation flags due records, legal hold protects what must be kept, and every action lands in an immutable audit log — ready for a compliance export at any time.
Frequently asked
No sales fog. If your question isn't here, email us and we'll answer it the same way.
It works alongside them. Any file uploaded through the form, the upload wizard, or the chatter is automatically versioned using Odoo's own attachment storage — there is no separate document store to maintain.
Buy it on the Odoo App Store
Purchase, download and install directly from the official Odoo Apps Store — you'll always get the latest supported build.
Document Versioning, Governance & GDPR Retention
Automatic major/minor versioning, side-by-side comparison, check-in/check-out locking, approval lifecycles and GDPR retention with legal-hold purge — on any Odoo model.
Buy on Odoo App Store