Odoo AI user guide
Comprehensive AI system deeply integrated into Odoo 19 with Ask AI, RAG, custom AI Agents, and intelligent automation
The AI module in Odoo 19 delivers powerful artificial intelligence capabilities integrated directly into daily workflows, boosting productivity and automating complex tasks without leaving the familiar interface.
The system fully supports leading LLM models including GPT-4o, GPT-4.1, Gemini 2.5 Pro, and Gemini 2.5 Flash, allowing you to customize specialized AI Agents for each business function with RAG (Retrieval-Augmented Generation) for accurate internal knowledge retrieval. For implementation details, see Odoo AI configuration and AI Agents with knowledge sources.
From asking data questions in natural language, auto-composing emails, chatting with AI assistants, to voice transcription and semantic document search - everything is designed to save time and enhance work quality. To go deeper by workflow, see daily AI usage, AI Knowledge, and best practices and troubleshooting.
Key Features
Key points
• Ask AI: Query data in natural language from search bar, automatically opens appropriate views with smart filters
• Custom AI Agents: Create specialized AI assistants for sales, support, accounting with custom System Prompts and Topics
• RAG (Retrieval-Augmented Generation): Semantic search in internal documents (PDF, Word, Excel, URLs) with vector embeddings
• Email AI: Automatically compose, rewrite, and improve emails with multiple styles (professional, concise, detailed)
• Voice Transcription: Convert voice to text and auto-generate summaries in chatter
• Multi-LLM Support: Support OpenAI GPT-4o/4.1 and Google Gemini 2.5 Pro/Flash with flexible configuration
• Response Styles: Choose Analytical, Balanced, or Creative response styles
• Source Restriction: Limit answers to only attached knowledge sources for accuracy
AI System Architecture
Key points
• AI Agents: Customizable AI assistants with name, description, System Prompt, Response Style, and dedicated LLM Model
• Topics: Group instructions and AI tools by business function (support, sales, internal help) for reuse
• Sources (Knowledge Sources): Documents from files (PDF, Word, Excel, images) or URLs automatically indexed
• Default Prompts: Rules to automatically call agents by context (mail composer, chatter) and data model
• Embeddings: Automatic vector embeddings for high-accuracy semantic search
• API Integration: Direct connection to OpenAI and Google Gemini via private API keys
Terminology Reference EN/VI
| Fields | Trường dữ liệu | Description |
|---|---|---|
| AI Agents | Trợ lý AI | Customizable AI assistants with System Prompts and dedicated Topics |
| System Prompt | Hướng dẫn hệ thống | Core instruction that shapes how the agent behaves and responds |
| Response Style | Phong cách trả lời | Analytical (precise), Balanced (moderate), Creative (flexible) |
| Restrict to Sources | Chỉ dùng nguồn | Limit answers to only attached knowledge sources |
| Sources | Nguồn kiến thức | Files (PDF, Word, Excel, images) or URLs as RAG sources |
| Topics | Chủ đề | Group instructions and AI tools by business function for reuse |
| LLM Model | Mô hình LLM | GPT-4o, GPT-4.1, Gemini 2.5 Pro, Gemini 2.5 Flash |
| Ask AI | Hỏi AI | Search data using natural language from search bar |
| Default Prompts | Prompt mặc định | Rules to automatically call agents by context and model |
| Distribution Models | Mô hình phân bổ | Rules to auto-populate distributions by conditions |
| Indexed | Đã lập chỉ mục | Knowledge source ready for agent to use |
| Processing | Đang xử lý | Source being indexed, wait a few minutes |
| Failed | Thất bại | Indexing failed, click Retry to try again |
Basic Workflow
Steps
1. Configure API Keys: Go to Settings → General Settings → AI, enter OpenAI API Key or Google API Key. Get keys from platform.openai.com or console.cloud.google.com. Only system administrators can configure.
2. Create AI Agent: Go to Settings → General Settings → AI → AI Agents, click New. Fill Name (agent name), Subtitle (short description), select LLM Model (GPT-4o, Gemini 2.5 Pro), Response Style (Analytical/Balanced/Creative). Write System Prompt to shape agent behavior.
3. Add RAG Knowledge Sources (optional): In agent Sources tab, click Add a line. Choose Type: Binary to upload files (PDF, Word, Excel, images) or Type: URL to add web pages. System automatically extracts content, creates embeddings, and indexes. Monitor status: Processing → Indexed.
4. Use Ask AI: Click search bar at top, click AI icon or type natural question like "Show unpaid invoices", "Customer list from Hanoi", "Total sales this month". AI understands intent, finds data, and opens appropriate view with filters.
5. Compose Emails with AI: Open Email Composer when drafting email, click AI button. Enter instructions like "Write apology email to customer", "Write follow-up email for order". AI generates content, you edit and send. Can choose "Rewrite more professionally", "Make it shorter", "Fix spelling".
6. Chat with AI Agent: Open record (invoice, order), go to Chatter tab, click Chat with AI or Ask AI. Select agent and type questions like "Summarize this order", "What is this customer's history?". If agent has RAG, will reference documents and cite sources.
7. Voice Transcription: In Chatter, click Microphone icon, speak question or note, click Stop. AI converts audio to text, creates summary, and posts to chatter. Supports MP3, WAV, M4A, FLAC, OGG.
Real-World Scenarios
Business Applications
| Scenario | Configuration | Benefits |
|---|---|---|
| AI Sales Assistant | Create "Sales Assistant" agent with System Prompt: "You are a professional sales assistant. Help customers find suitable products. Always be polite." Add Topics about products, pricing. Add Sources: catalog PDF, price list. | Sales staff chat with agent to find products quickly, answer customers accurately, save lookup time. |
| Automated Support with RAG | Create "Support Agent" with Restrict to Sources enabled. Upload FAQ documents, user guides, warranty policies. Agent only answers based on documents, no hallucination. | Support staff get standard answers from official documents, reduce errors, increase customer response speed. |
| Financial Data Search | Accountants use Ask AI: "Unpaid invoices this month", "Sales by customer Q1", "Open profit report". AI automatically opens view, applies date filters, groups by customer. | Accountants don't need to remember complex menus, find data quickly with natural language, increase productivity. |
| Bulk Email Composition | Sales staff use Email AI: "Write follow-up email for order #12345", "Write thank you email to new customer", "Write apology for late delivery". AI generates contextual content. | Save email composition time, ensure professional tone, consistent communication. |
| Meeting Transcription | Manager records meeting on phone, uploads to project Chatter. AI transcribes to text, creates summary of key points, action items. | No manual note-taking, have complete text for reference, easy to share with team. |
| Multilingual Agent | Create agent with System Prompt: "Reply in Vietnamese if question is Vietnamese, English if question is English." Add bilingual Sources. Choose Response Style: Balanced. | Support multinational team, foreign customers, automatic language switching. |
LLM Model Comparison
Choose the Right Model
| Model | Speed | Quality | Cost | Use For |
|---|---|---|---|---|
| GPT-4.1 Mini | Very Fast | Good | Low | Simple questions, quick search, daily chat |
| GPT-4o | Medium | Very Good | Medium | Most cases, email composition, data analysis |
| GPT-4.1 | Slow | Excellent | High | Complex analysis, strategic consulting, critical content |
| Gemini 2.5 Flash | Very Fast | Good | Low | Quick search, simple chat, transcription |
| Gemini 2.5 Pro | Medium | Very Good | Medium | Data analysis, RAG, long content composition |
Best Practices
Key points
• Write Clear System Prompts: State agent role clearly, provide response examples, keep concise. E.g., "You are a sales assistant. Help customers find products. Always be polite and professional. If you don't know, say so clearly."
• Choose Appropriate Response Style: Analytical for accounting/analysis, Balanced for sales/support, Creative for marketing/creative content.
• Optimize RAG Sources: Only add quality, updated documents. Split long documents into smaller parts. Use clear headings. PDF or Word format works best. Monitor source status, Retry if Failed.
• Secure Information: Only add public documents to RAG. Don't add sensitive information (passwords, personal data). Check agent access permissions. Data is sent to OpenAI/Google for processing.
• Use Restrict to Sources: Enable when you need 100% accurate answers from documents (FAQ, policies, procedures). Disable when you need agent creativity or information synthesis.
• Ask Specific Ask AI Questions: "Unpaid invoices from Company ABC" better than "Invoices". "March sales by product" better than "Sales".
• Create Reusable Topics: Group instructions by business function (support, sales, accounting). Assign Topics to multiple agents for consistency. Update Topics when processes change.
• Test Agent Before Deployment: Use Test button in Agent form. Try various questions. Check if agent cites sources correctly. Evaluate response quality.
• Manage API Keys: Only system admin has access. Don't share keys via chat/email. Rotate keys periodically. Monitor usage to control costs.
• Configure Default Prompts: Create rules to automatically call agents by context (mail composer, chatter) and model (res.partner, sale.order). Add Buttons for frequently used quick prompts.
User Groups and Permissions
Detailed Access Control
| Group | Permissions | Features Available |
|---|---|---|
| System Administrator | Full access: configure API keys, create/edit/delete AI Agents, manage Sources, configure Default Prompts, Settings | All AI features + system configuration |
| Sales User | Use Ask AI, compose emails with AI, chat with agent, view authorized agents | Ask AI, Email AI, AI Chat, Voice Transcription |
| Accounting User | Use Ask AI for financial data, compose emails, chat with accounting agent | Ask AI (financial data), Email AI, AI Chat |
| Support User | Chat with support agent, compose emails with AI, voice transcription | AI Chat (support agent), Email AI, Voice Transcription |
| Manager | All user permissions + view AI usage reports, monitor agent quality | All user features + monitoring |
Where AI Features Appear in Odoo
Quick Access Map
| Feature | Location | How to Access |
|---|---|---|
| Ask AI | Search bar (top) | Click AI icon or type natural question like "Unpaid invoices" |
| AI Chat | Chatter (comment tab) | Click Chat with AI or Ask AI on record to open chat with agent |
| Email AI | Email composer | Click AI button when composing email to write/edit content automatically |
| Voice Transcription | Chatter | Click microphone icon to record and transcribe to text |
| AI Agents Management | Settings → General Settings → AI → AI Agents | Create, edit, delete agents and manage Sources |
| API Keys Configuration | Settings → General Settings → AI | Enter OpenAI API Key or Google API Key (admin only) |
| Default Prompts | AI → Configuration → Default Prompts | Configure rules to automatically call agents (admin only) |
| Topics Management | AI → Agents → Topics | Create and manage Topics for agents |
File Formats and Limits
Supported RAG Knowledge Sources
| Type | Format | Limit | Notes |
|---|---|---|---|
| Documents | Max 5 pages | Auto-extract text and images | |
| Text | TXT, Markdown (.md) | No limit | Plain text format |
| Spreadsheets | Excel (.xlsx, .xls), CSV, ODS | No limit | Extract table data |
| Images | PNG, JPG, JPEG, WEBP, GIF | No limit | Automatic OCR for text in images |
| Web | URL (http/https) | No limit | Auto-crawl and index content |
Common Troubleshooting
Errors and Solutions
| Error | Cause | Solution |
|---|---|---|
| Invalid API key | Wrong key, expired, or not entered | Check key in Settings → AI. Create new key from platform.openai.com or console.cloud.google.com. Save and retry. |
| Source indexing failed | Unsupported file, too large, URL inaccessible | Check file format and size. Try different file. Click Retry. View error details in Source form. |
| Ask AI not working | No API key, connection error, quota exhausted | Check API key configured. Check internet connection. Check API quota. Retry after a few minutes. |
| Email AI not showing | Default Prompts not configured for mail composer | Contact admin to configure Default Prompts with interface_key = mail composer. |
| Agent poor quality responses | Unclear System Prompt, wrong Topics, Sources not processed | Improve System Prompt with specific examples. Attach appropriate Topics. Check Sources are Indexed. Use Test button to experiment. |
| AI Chat not seeing sources | Restrict to Sources enabled but no Sources or still Processing | Check Sources tab has Indexed sources. Wait for Processing to complete. Disable Restrict to Sources if not needed. |
| Voice transcription error | Unsupported audio file, too long, API error | Convert to MP3/WAV. Cut file shorter than 10 minutes. Check API key. Retry. |
Frequently Asked Questions (FAQ)
Key points
• What data can Ask AI access? Ask AI can access all Odoo data you have permission to view. Cannot view data you don't have access to.
• Is data sent to OpenAI/Google? Yes, data is sent to OpenAI or Google APIs for processing. Check their privacy policies. Don't send sensitive information to RAG.
• Can AI be disabled? Yes, system administrators can not configure API keys or delete all agents to disable AI.
• Is there a usage limit? Depends on your API plan with OpenAI/Google. Monitor usage on their dashboards to control costs.
• Can agents perform actions? Yes, if configured with Topics with appropriate Tools. Examples: create orders, update records, send emails.
• How does RAG work? System extracts content from files/URLs, splits into chunks, creates vector embeddings, stores in database. When chatting, semantic search finds relevant chunks and includes in context for LLM.
• Can multiple LLM models be used simultaneously? Yes, each agent can choose its own model. Example: sales agent uses GPT-4o, support agent uses Gemini 2.5 Flash.
• Is there a System Prompt length limit? No hard limit, but keep under 500 words for efficiency. Too long wastes tokens and slows down.
• Can agents be shared between companies? Yes, if agent is not tied to specific company. Agents can be shared for multi-company.
• Does voice transcription support Vietnamese? Yes, supports multiple languages including Vietnamese. Quality depends on voice and audio quality.