Where is a resident’s document folder located?

In Odoo’s Documents app, under the “Residents” folder. The easiest way: open the resident’s record and click the “Documents” button — it opens their personal folder directly.

Do I have to create the folder and subfolders myself?

No. Resthome creates the resident’s personal folder and its three subfolders (Medical, Administrative, and Billing documents) automatically, as soon as the resident is created or their resident record is activated.

What does the number shown on the “Documents” button count?

The number of files stored in the resident’s folder, subfolders included. The subfolders themselves are not counted, only the documents they contain.

Can I delete a resident folder by mistake?

No. Automatically created folders are protected: a standard user can drop documents into them and view them, but cannot delete the folder itself.

What are tags like Katz, eAgreement, or GDPR for?

They are ready-to-use tags for categorizing documents and finding them by filter in the Documents app. You can also apply some of them automatically through the settings (“Default tags”).

Does each facility have its own folders?

Yes. In multi-company, each facility has its own “Residents” root folder and its own “Blank forms” folder, which keeps documents separated per home.

Resident documents¶

For each resident, Resthome maintains a document folder stored in Odoo’s Documents app. You have nothing to create or file by hand: the folder, its subfolders, and the filing are automatic. You access it from the Documents button on the resident’s record, or from the Documents → Residents app.

Prerequisite

This feature relies on Odoo’s Documents app: it must be installed. Once enabled, the resident folders and tags are set up automatically — you have nothing to prepare.

One folder per resident, created automatically¶

As soon as a resident is created (or as soon as their record becomes a resident record), Resthome creates their personal folder under the “Residents” root folder, with three ready-to-use subfolders:

        graph TD
  A[Residents] --> B[Blank forms]
  A --> C[Resident name]
  C --> D[Medical documents]
  C --> E[Administrative documents]
  C --> F[Billing documents]

Subfolder	What goes in it
Medical documents	The resident’s assessments, forms, and medical items.
Administrative documents	Convention, ID documents, agreements, letters.
Billing documents	Invoices and items related to the resident’s billing.

The folder is named after the resident’s name and renames itself automatically if the name changes. Folders are sorted alphabetically, which keeps them easy to browse in the Documents app.

Protected folders

Automatically created folders are protected from deletion: a standard user can drop documents into them and view them, but cannot delete the folder itself. This keeps you from accidentally losing a resident’s entire document structure.

The “Documents” button on the record¶

On the resident’s record, a “Documents” smart button shows the number of files stored in their folder. The counter adds up the documents in the folder and its subfolders (the subfolders themselves are not counted). Clicking the button opens the resident’s personal folder directly in the Documents app.

Only for Documents app users

The button only appears for users who have access to the Documents app. Others still see the resident record normally, without the shortcut.

Folders created at the facility level¶

When the company (the facility) is created, Resthome automatically sets up two folders at the top of the Documents app:

Residents — the root folder that contains all resident folders.
Blank forms — a subfolder for your templates and documents to fill in (standard conventions, blank medical forms, etc.).

Separated by facility

In multi-company, each facility has its own root folder “Residents” and its own “Blank forms” folder. Documents therefore stay separated from one home to another.

Predefined tags¶

Resthome provides a list of ready-to-use tags for categorizing documents and finding them by filter in the Documents app:

Tag	Typical use
Katz assessment	Katz dependency assessment grids and reports.
Medical form	Medical forms and documents.
MR/MRS agreement (eAgreement)	Health insurer agreements (eAgreement).
OA allocation	Decisions and allocations from the insurer.
Convention	The convention signed with the resident.
Billing	Invoices and billing items.
CPAS	CPAS coverage documents.
GDPR consent	Consents and privacy-related documents.
End of stay	End-of-stay / departure documents.

Apply tags automatically

You can have one or more of these tags applied automatically to every centralized document, through the Default tags field in the settings. See Document settings.

Automatic filing of attachments¶

Beyond the folders, Resthome can automatically centralize attachments dropped on a resident’s record: they land directly in their personal folder, with no manual filing. This behavior is set in the configuration.

Learn more

The detailed behavior, use cases, and activation are described on the Document centralization page.

Key points to remember¶

Each resident has an automatic personal folder with three subfolders: medical, administrative, billing.
The folder follows the resident’s name and renames itself; folders are protected from accidental deletion.
The record’s “Documents” button opens the folder and counts the files, subfolders included.
At the facility level, Resthome creates the “Residents” and “Blank forms” folders, separated per company.
Nine predefined tags (Katz, eAgreement, GDPR, CPAS…) make filtering easier, and can be applied automatically.

Resident documents¶

One folder per resident, created automatically¶

The “Documents” button on the record¶

Folders created at the facility level¶

Predefined tags¶

Automatic filing of attachments¶

Key points to remember¶

Further reading¶