2024 Oct

How to Automate Business Processes with Odoo Workflow Automation in 2025

Businesses may require software systems that can help automate business processes, save time, and reduce errors. Odoo, a versatile and open-source ERP platform, makes this possible with its powerful workflow automation capabilities. Odoo workflows let you increase productivity, automate tedious activities, and free up your staff to concentrate on more important duties. In this blog, we’ll explore how you can harness Odoo’s workflows to automate your business processes and make your operations smoother than ever.

What Are Odoo Workflows?

A workflow in Odoo is a set of sequential steps or tasks that a document or record must pass through, from initiation to completion. By guaranteeing that particular actions are taken when particular circumstances are satisfied, workflows aid in the automation of business operations. These workflows can involve approvals, notifications, transitions between states, and much more. Odoo uses a mix of business logic, automated actions, and scheduled tasks to create these workflows, turning what was once a series of manual activities into an efficient, automated process.

Why Automate Business Processes?

Automating business processes with Odoo workflows brings several key benefits:

Increased Efficiency: Eliminate manual tasks, such as data entry or status updates, which saves time and prevents bottlenecks.
Consistency: Automated workflows ensure every process follows the same steps, maintaining quality and accuracy.
Visibility: Workflows give you better visibility of your business operations, as you can track the status of different processes.
Reduction in Errors: By automating routine tasks, you reduce the chance of human error, which can lead to costly mistakes.

A Few Examples of Automatable Business Processes

The following are typical instances of business procedures that Odoo may automate:

Sales Order Approval: Automate the process of sending sales orders for approval when they exceed a specific value.
Reminders for outstanding bills: Generate reminders for outstanding bills automatically.
Employee Onboarding: Create a series of tasks to be completed when onboarding new employees, such as creating accounts, assigning documents, and scheduling training.
Lead Assignment: Based on predetermined guidelines, automatically allocate incoming leads to a salesperson.
Purchasing and Restocking Inventory: When stock levels drop below pre-established thresholds, purchase orders should be issued.
Follow-ups with Customers: Set up automated emails or phone calls to follow up on questions, estimates, or sales orders.
Expense Approvals: Create reimbursement requests and forward expense reports to supervisors for approval.
Marketing Campaigns: Trigger automated email marketing campaigns depending on consumer behavior.
Support Ticket Management: Based on emails or form inputs from customers, create and allocate support tickets.
Project management: Configure processes to generate tasks or delegate new duties on their own.

How to Create Workflows in Odoo

There are several ways to create automated workflows in Odoo, depending on your specific requirements. Here are some of the common methods:

1. Using Automated Actions

Automated Actions are one of the simplest ways to create workflows in Odoo. They let you specify what happens when specific circumstances are satisfied in terms of triggers and actions.

To automatically create an invoice when a sales order is confirmed, start by defining the model in Odoo by navigating to Settings > Technical > Automation > Automated Actions and selecting Sales Order as the model to apply the automation.

Sales Order Trigger Setting

Choose a trigger condition.
Ensure action is executed when a sales order is updated.
Activate trigger only when a sales order is in a "confirmed" or "Sale" state.
Choose Action: Create a record specifying invoice creation linked to the sales order.

You can also configure additional options, like automatically sending the invoice via email once it's generated, streamlining the process, and reducing manual tasks.

2. Scheduled Actions (Cron Jobs)

Scheduled Actions or Cron Jobs allow you to perform recurring tasks at specific intervals. For instance, if you need to send email reminders to customers about overdue invoices every week, you can create a scheduled action that runs weekly.

To create a scheduled action, Click on Create and set up the action, specifying the model and method you want to execute.
Define the interval for running the action (e.g., daily, weekly).

3. Studio for Workflow Automation

For users who don’t want to write code, Odoo Studio provides a no-code solution to design and automate workflows. Here is a quick overview of how to use Odoo Studio for workflow automations.

Begin by choosing the module (such as Sales, CRM, or Invoicing) that you wish to automate.
Establish triggers, such as when a record is generated or modified, to launch automation.
Based on the triggers, establish actions such as generating tasks, modifying data, or sending emails.
To add custom fields or components to forms, use the drag-and-drop interface provided by Odoo Studio.
Make unique buttons for particular process activities, like authorizing orders or producing reports.
Create conditional workflows according to your business requirements to guarantee that activities are completed in a sensible order.

4. Add custom triggers and actions to forms.

This tool is particularly useful for businesses that need custom workflows but lack the technical expertise to write Python code. Adding custom triggers and actions to forms in Odoo's workflow is a great way to automate tasks and streamline your business processes.

To do this, you can use Odoo's built-in tools without needing deep technical skills. Here is a quick overview of how to add custom triggers and actions.

Create a new automated action in Settings > Automation.
Choose tasks to automate, like email or record updates.
Set trigger when a form is created or updated.
Add conditions for specific actions.
Customize workflow with buttons or new steps for user interaction.
Save time and effort by automatically performing tasks once set up.
Create a button for managers to approve sales orders.
Orders confirmed and converted to invoices.

This automated workflow ensures that large sales orders don’t go through without management’s attention, reducing risks while improving the efficiency of the sales process.

Best Practices for Workflow Automation in Odoo

Start Simple: Start with small workflows and slowly automate more complex processes. This method simplifies the troubleshooting process.
Test Frequently: Always test workflows thoroughly in a development environment before implementing them in a production setting. This will prevent potential disruptions in your operations.
Use Notifications: Set up notifications for key events in your workflows to keep relevant stakeholders informed.
Document the Workflow: Maintain a document that explains each workflow and its function. This will be helpful while onboarding new team members and offer clarification when necessary.

Benefits of Automating Workflows in Odoo

Better Use of Resources: Instead of spending time on manual approvals, entries, or notifications, your team can focus on tasks that truly add value.
Improved Customer Service: Faster and more consistent processing of sales orders, customer inquiries, or support requests results in happier customers.
Data Accuracy: Automation eliminates manual data entry, reducing errors and ensuring information is always up-to-date.

When to Consider Advanced Custom Workflows

For businesses with more complex needs, you might need custom workflows that go beyond what automated actions and Studio can offer. This often involves Python development and working directly with Odoo’s business logic. Hiring an experienced Odoo developer or Odoo consultant can help create tailored workflows that align with unique business processes.

Odoo workflows can significantly improve business efficiency, reduce errors, and ensure consistency. They simplify tasks like sales approval and onboarding, reducing manual effort. By gradually implementing automated workflows, businesses can unlock their full potential, empower their teams, and create a more agile and responsive business. Starting small and gradually implementing these tools can unlock their full potential.