SmartERP Documentation An Ashewa Technology Solutions Platform

Troubleshooting Document Workspaces, OCR Failures & File Permission FAQ

Common resolution runbook for scan import failures, missing workspace permissions, and full-text search indexing bottlenecks.

1. Overview & Business Value#

Diagnostic reference for enterprise DMS and letter correspondence.

1. Troubleshooting Matrix#

ProblemProbable CauseFix
OCR failed to extract text from scanScanned image resolution is below 200 DPI or skewed.Rescan at 300 DPI in Black & White / Grayscale mode.
User cannot view Finance WorkspaceMissing workspace security membership.Add user to workspace member list under Documents → Workspaces.
Duplicate letter number alertSequence counter manually reset in system parameters.Check sequence starting number under Settings → Technical → Sequences.

2. Prerequisites & Access Permissions#

  • Required Modules: smarterp_documents, base, web
  • Security Group: Internal User (Technical ID: base.group_user)
  • Master Data Dependencies: Established corporate settings, defined role permissions, and active records.

3. Step-by-Step UI Execution & Verification#

Step 1: Navigating to the Module Interface#

  1. Access your SmartERP instance at https://smarterp.et/odoo.
  2. Open the main App Switcher and select the operational application.
  3. Select the target view or configuration form.

{screenshot:90-troubleshooting-and-dms-faq-step1-navigation}

Step 2: Executing Transactional Operations#

  1. Fill in required parameters according to institutional procedures.
  2. Validate entries and confirm execution.
  3. Review updated record state in the chatter audit trail.

{screenshot:90-troubleshooting-and-dms-faq-step2-verification}

4. Advanced Configuration Points#

  • Automated Tasks (Crons): Dedicated background crons manage recurring tasks and state transitions.
  • Multi-Company Rules: All operational records are strictly isolated to Company 1 (Ashewa Technology Solutions S.C.).

5. Comprehensive Troubleshooting Matrix#

Symptom / ErrorProbable Root CauseResolution Action
Access Rights Error: Operation not allowedUser lacks required operational permissions.Assign user to the designated security group under Settings → Users.
Document state locked or read-onlyTransaction is in validated or closed state.Reopen document if permitted or contact designated manager.
Last updated: 2026-10-30