Integration of Google Drive in Odoo
Interactive synchronization between cloud and ERP system
10 September, 2020 by
Integration of Google Drive in Odoo
manaTec GmbH, Tobias Reinwarth
 

The use of Google Drive offers many advantages, not only in the private environment, but also for companies. By opting for Google Drive, we avoid having to purchase, set up and maintain a physical server for file storage and instead use the storage of our data in the cloud. Google Drive includes various software solutions for creating and editing documents, spreadsheets, presentations and forms.

The big advantage is that these documents can be shared and edited together in a team. Similar to file storage on a server, access to folders and documents can be controlled by different access permissions. Thus, we have the possibility to assign read, comment or collaborator access for individual files or entire folders. The division between user-based and shared storage allows us to store data where it is needed.

Google Drive is not only available as a desktop version, but also mobile through the integration of the corresponding apps for Android and iOS. In addition, Google Drive supports numerous file formats, such as Microsoft Office files, which can be seamlessly integrated, edited and saved in Google Drive.

Google Drive is especially interesting for companies when it can also be integrated into the company's own ERP system. This possibility exists when using the open source ERP system Odoo. In today's blog, we therefore present two ways to connect Google Drive with our Odoo, the standard solution from Odoo (Google Drive Integration) and one of the existing third-party apps (Google Drive Odoo Integration).

Google Drive can be connected to Odoo either through an Odoo standard integration or a third party app.
Google Drive can be connected to Odoo either through an Odoo standard integration or a third party app.

With the Odoo standard solution, we have the option to create so-called document templates in Google Drive. Within the configuration in Odoo, we can then assign these templates to the objects in Odoo. Subsequently, we find the template in the defined Odoo objects via the "Action" button and can create documents from it. This file is then stored in Google Drive, in Odoo we find the link to the file. We can create one file per Odoo object and document template.

In this variant, there is no synchronization, but only a link. The standard function of adding attachments to Odoo objects is thus retained. We can therefore save our documents per Odoo object both via the linking in Google Drive and via the attachments in Odoo.

With the third party app, we work with a synchronization. An extensive configuration allows us to define which Odoo objects transfer documents to Google Drive. At the same time, we define the folder structure in Google Drive within the configuration. The definition of the folder structure in Google Drive is done via the filters in Odoo. Thus, we can also create several folders in Google Drive for one Odoo object.

With the third party app, data is made available in Odoo and Google Drive via synchronization.
With the third party app, data is made available in Odoo and Google Drive via synchronization.

The synchronization of files between Odoo and Google Drive happens in both directions. So if we create a file in Odoo, it will be synced to Google Drive. The other way around, we can also create the file in Google Drive and the file will be transferred to Odoo. In this variant, there are no local attachments, as no more files in Odoo. All files are provided in Odoo via a link in Google Drive. In doing so, we can attach any number of files per Odoo object.

In addition to the files, the Odoo object also syncs the relevant folders from Google Drive. This means that from the Odoo object, we can open not only the file, but also the entire folder in Google Drive. The files can not only be opened at this point, but also downloaded directly from Odoo. All files and folders of an Odoo object are thereby made available in the attachment area.

The third party app also synchronizes the files that are managed in the document module in the Odoo Enterprise version. Here, too, we have the option of opening the documents via the link in Google Drive or downloading them directly. If we delete a file in Odoo, the file will also be deleted in Google Drive. In the other direction, there is a special feature. If we delete a file in Google Drive, it will first be moved to the recycle bin there and will still be available in Odoo. Only after we have emptied the recycle bin in Google Drive, the file is also deleted in Odoo.

Finally, within the third party app, we still have the option to log the synchronization activities. This means that every synchronization is documented in Odoo. So in the event of a faulty synchronization, we can very quickly determine at which point an error occurred.

Which solution we choose when we want to connect Google Drive to our Odoo depends entirely on our use case and our technical capabilities. Both options offer one big advantage: the full functionality of Google Drive.

By connecting Google Drive to Odoo, we facilitate team collaboration on our documents.
By connecting Google Drive to Odoo, we facilitate team collaboration on our documents.

From a purely technical point of view, the Odoo standard is the better variant. It lacks synchronization, but this is not absolutely necessary for the basic functionality. At the same time, this means that implementation and maintenance also involve fewer technical conflicts. When creating documents that are stored in Google Drive, we limit ourselves here to the most important files, which are to be edited collaboratively in the team. We save all other documents as usual as an attachment of the Odoo object.

The advantage of the third party app is that we can edit our documents in both systems, i.e. in Odoo and in Google Drive, without any restrictions. By storing the files completely in Google Drive, we minimize our server load and thus increase Odoo's performance. At the same time, however, this variant brings much higher technical effort in the configuration and maintenance of the synchronization. In the event of incorrect behavior, this can lead to a synchronization being interrupted in the meantime and the files not being completely synchronized. The synchronization of a large number of documents can in turn have a negative impact on server utilization.

Thus, both variants have their advantages and disadvantages. Ultimately, it depends on our requirements and our technical capabilities which variant we choose.

You want to connect Google Drive to your Odoo and thus improve collaboration in your team? No problem! Contact us now, and we will guide you through the Google Drive integration in Odoo and stand by you as a reliable Odoo partner!


Sources: www.google.com, www.odoo.com, apps.odoo.com

 
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