AI Document Classification
Automatically organize documents into correct folders, apply smart tags, and process batches using artificial intelligence in Odoo Documents.
Overview
AI Documents module automatically classifies and organizes documents in Odoo using AI, reducing manual processing time by 80%. The system analyzes content, filenames, and file types to move documents to appropriate folders and apply tags automatically.
Key Features
Key points
• Automatically classify documents into folders based on content and AI rules
• Apply smart tags for quick search and filtering
• Process documents from email automatically via email alias
• Batch classification: handle >50 documents simultaneously with queue
• Manual classification using Sort With AI button for individual documents
• Create custom AI tools for special actions
• Complete classification history in Chatter for each document
Important Terminology
Key points
• Auto-sort: Configure AI to automatically process new documents
• Sort With AI: Manual classification button for individual documents
• AI Folder Sort Prompt: Detailed instructions for AI on how to classify
• AI Sortable: Documents that can be automatically classified by AI
• AI To Sort: Documents waiting in classification queue
• Additional Tools: Supplementary AI tools (move, tag, custom)
Basic Usage
Steps
1. Configure Auto-sort: Go to Documents, select folder, click Cog icon, choose Auto-sort
2. Enter AI Folder Sort Prompt: Write specific instructions (e.g., "If invoice, move to Invoices")
3. Select AI tools: Check Move To Folder, Add Tags, or custom tools
4. Click Setup to save configuration and activate automatic classification
5. Upload documents to folder or use Sort With AI for manual classification
6. Review results in Chatter and adjust AI instructions if needed
Real-World Use Cases
Key points
• Invoice classification: Automatically move invoices to Invoices folder and tag as Invoice
• Report processing: Recognize expense reports and move to Expenses with Report tag
• Contract management: Detect contracts and add Contract tag automatically
• Email automation: Documents from email alias classified after 1 minute
• Batch processing: Select >50 documents to queue for fast processing
• Workflow optimization: Reduce classification time from 5 minutes to 30 seconds per document
Tips for Effective AI Prompts
Key points
• Be specific and clear: "If document is sales invoice, move to Sales Invoices"
• Use conditions: "If... then..." so AI understands classification logic
• Reference folders: Use Folder icon button to insert accurate references
• Multiple conditions: List all cases to avoid omissions
• Avoid ambiguity: Don't write "Classify documents" but specify criteria
Common Troubleshooting
Key points
• Error "No document suitable": Check document is binary file and folder has AI config
• Error "Folder not specified": Add destination folder reference to AI Prompt
• Error "Tags not found": Create tags first in Configuration > Tags
• Error "AI error occurred": Check OpenAI API key and AI service connection
• Document not classified: Wait 1-2 minutes if queued, check Chatter for errors
System Requirements
Key points
• Documents module must be installed and activated
• AI module must be installed with valid API key
• OpenAI API key or compatible AI service
• Access rights: Administrator (configuration), User (usage)
Performance Optimization
Key points
• Batch classification: Select >50 documents to queue (faster)
• Immediate classification: Select ≤50 documents for instant processing
• Simple instructions: Concise prompts help AI process faster
• Regular review: Check Chatter history weekly for adjustments